City Council Authorization to Purchase Air Conditioner Unit for Police Department Server Room.

LIVINGSTON CA / June 28, 2013 —

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2. City Council Authorization to Purchase Air Conditioner Unit for Police Department Server Room.

STAFF REPORT

AGENDA ITEM: City Council Authorization to Purchase Air Conditioner Unit for Police Department Server Room.

MEETING DATE: July 2, 2013

PREPARED BY: Ruben Chavez, Chief of Police

REVIEWED BY: Jose Antonio Ramirez, City Manager

RECOMMENDATION:

Staff recommends that the City Council approve the purchase of an additional air conditioner unit for the server room at the Police Department.

BACKGROUND:

The Police Department currently houses the servers for City Hall and the Police Department. The equipment in this room is critical to the day to day operations of both the City and the Department. The room must be kept at a cool temperature to ensure the equipment functions properly. Over the last few years, the room has housed additional servers which have generated additional heat in the room. At elevated temperatures, the equipment begins to malfunction and if not resolved, can lead to catastrophic failure. The current air conditioning unit has become inadequate for the air conditioning needs of the room.

Over the last six months, staff was required to install a temperature alarm to alert dispatch when the temperature rose to above 80 degrees. The optimal temperature is 73 degrees. The alarm has continually been activated on several occasions and as a result, staff has resorted to leaving the door propped open with two fans running to assist in reducing the temperature. Staff has researched options to resolve the temperature issues and has received three  quotes from local companies to install a two-ton unit which was recommended.

The Police Department received three quotes to install a two-ton mini-split air conditioning unit which each company said would be more than adequate to handle the additional load. The companies and quotes are as follows:

I. Holl Sheet Metal -Mitsubishi 2 ton unit- $5,400.00

2. Blaine’s Aire Serve- Coaire 2 ton unit- $5,474.00

3. Modem Air- Fujitsu 2 ton unit- $8,990.00

The Department currently houses air conditioning equipment from both Blaine’s Aire Serv and Modern Air and pays $463.00 per quarter for maintenance to Modem Aire. Holl additionally provided a quote of $425.00 for the annual maintenance of all HVAC equipment. Staff recommends that Council approve the purchase of the equipment and installation from Holl.

The funding allocated for this project has been identified to come from the Community Facilities District (CPD). This project constitutes an upgrade to the existing air conditioning system already in place.

FISCAL IMPACT:

No impact to the General Fund.

ATTACHMENTS:

I. Quote from Holl Sheet Metal -Mitsubishi 2 ton unit- $5,400.00

2. Quote from Blaine’s Aire Serve- Coaire 2 ton unit- $5,474.00

3. Quote from Modern Air- Fujitsu 2 ton unit- $8,990.00