AGENDA TITLE:
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Adopt a Resolution Approving an Emergency Condition Declaration that Required the Immediate Replacement of the two (2) Police Station Boilers (Heaters), Approving Associated Amendment No. 6 ($120,000) to Professional Services Agreement with ICR Refrigeration, Inc., of Lodi, for On-Call Heating, Ventilation, and Air Conditioning Services, and Ratifying the Interim City Manager Approval of Increased Expenses (PW)
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MEETING DATE:
January 7, 2026
PREPARED BY:
Interim Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Approving an Emergency Condition Declaration that Required the Immediate Replacement of the two (2) Police Station Boilers (Heaters), Approving Associated Amendment No. 6 in the amount of $120,000 to Professional Services Agreement with ICR Refrigeration, Inc., of Lodi, for On-Call Heating, Ventilation, and Air Conditioning (HVAC) Services, and Ratifying the Interim City Manager Approval of Increased Expenses.
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BACKGROUND INFORMATION:
The Police Station and Courthouse building is heated by two (2) boilers. The boilers were designed to operate as a redundant system, alternating which unit is running in order to have similar wear on the units. The boilers are original to the building (2003), and are past their expected useful life. One of the boilers has been inoperable for approximately a year, and both boilers were planned to be replaced in the spring of 2026 with a Capital Improvement Project (CIP) as part of the adopted Fiscal Year 2025/26 budget.
On December 12, 2025 the second boiler (heater) failed. Facilities staff was called out and quickly determined that it was not an easy repair. Staff then reached out to ICR Refrigeration, our on-call HVAC contractor, and it was determined that the boiler was not repairable. At that point ICR began searching for replacement options that were available with relatively short lead times.
After working with numerous vendors, ICR found a standard efficiency option with a 3-week lead time, and a high efficiency option that had a 1-week lead time (the high efficiency model was only $6,100 more expensive). Staff decided to go with the 1-week lead time units, and chose to replace both boilers at the same time in order to utilize a 5% cost savings with the installation of two (2) units and to minimize the impacts to the Police and Court operations. The cost of the procurement and installation of the two units was $120,000 total.
The approved Boiler Replacement CIP included $145,000, however that was intended for the replacement of the boilers at Carnegie Forum, the library, and the two (2) police station boilers. Staff will be asking for an additional $40,000 at mid-year budget to allow the remainder of that CIP to move forward. At the time of the emergency, ICR’s contract had approximately $90,000, however staff chose to utilize that on-call HVAC contract being that this replacement is within that scope of work, would get the units replaced in the shortest time possible, ICR has the experience necessary for the installation, and the contract has current insurance on file. Staff is proposing Amendment No. 6 in order to add the $120,000 to the contract (for a total contract of $1,390,000) and leave the remaining fund balance of the contract available for HVAC services through the remaining contract term (through June 30, 2026).
This event was documented in a memo dated December 19, 2025 (attached hereto as Attachment 2), and falls within the City’s Purchasing Policy, which defines an emergency as:
“an unforeseen circumstance or combination of circumstances calling for immediate action to procure materials, supplies, equipment or services in order to make repairs, safeguard lives or property, or maintain public health or welfare, as a result of extraordinary conditions created by war, disease, weather, fire or other catastrophic or unforeseen occurrence, or imminent or actual failure of any plant, equipment, structure, street, or public work”
In addition to proceeding with the replacement process, Facilities staff purchased numerous portable heaters in order to maintain a manageable temperature in occupied areas, however the jail was not able to maintain the legally required temperature (68-degrees minimum), therefore had to be temporarily closed. Additional modifications were made to the electrical system to allow for larger heaters within the jail in order to provide the necessary temporary heat to open the jail prior to the new boilers being installed.
Staff recommends approving an Emergency Condition Declaration that required the immediate replacement of the two (2) Police Station Boilers (Heaters), approving associated Amendment No. 6 in the amount of $120,000 to Professional Services Agreement with ICR Refrigeration, Inc., of Lodi, for On-Call Heating, Ventilation, and Air Conditioning (HVAC) Services, and ratifying the Interim City Manager Approval of Increased Expenses.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
Not Applicable.
FUNDING AVAILABLE:
Not Applicable.