TO: TARA SCHULTZ, CITY MANAGER
FROM: JEREMY SWAN, INTERIM COMMUNITY SERVICES DIRECTOR
DATE: JUNE 25, 2019
Reviewed by:
City Manager: TS
Finance Director: AP
SUBJECT:
Title
AGREEMENT WITH WESTOVER CONTROLS CORPORATION FOR BUILDING AUTOMATION SERVICES
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SUMMARY
The Community Services Department is responsible for the maintenance and repair of the building automation systems at City Hall and the Alexander Hughes Community Center. The building automation systems control the facility’s lighting, heating, ventilation and air conditioning to maximize energy efficiency. Westover Controls Corporation is the current building automation system service provider. Services include quarterly preventive maintenance to ensure proper operation of the system software, annual testing of each point on the system to observe proper operation of sensors, relays, and workstations, software support and revisions, technical support, and after-hours emergency support.
RECOMMENDATION
Recommended Action
Staff recommends that the City Council authorize the City Manager to enter into a three-year agreement with Westover Controls Corporation for building automation services (facility lighting, heating, ventilation and air conditioning to maximize energy efficiency) in an amount not to exceed $7,500 per year, with the option to extend the agreement for two additional one-year terms.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
Westover Controls Corporation is the current building automation system maintenance and service provider. Their equipment is installed and utilized in City facilities, which requires this to be a sole source agreement.
The agreement will be in effect for three years. The City may choose to extend the agreement for two additional one-year periods, not to exceed a total of five years. The cost for building automation services is $7,500 annually and is included in the Community Services Department operating budget. The total cost for the five years shall not exceed $37,500.
The costs to research and prepare this report are estimated to be $476. These costs are included in the operating budget of the Community Services Department.
ANALYSIS
Westover Controls Corporation will provide quarterly and annual maintenance as well as respond to requests for service. The existing Andover control systems are in place at City Hall and the Alexander Hughes Community Center.
Westover Controls Corporation is the current automation system provider. Westover Controls provides specialized service and has been responsive to the City’s needs during the previous contract period. Due to their high level of service and the presence of their equipment in monitored City facilities, it is recommended that the City continue to contract with Westover Controls for building automation services.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds the following:
Council Priorities - This item does not address any of the current Council Priorities.
Sustainability Plan - This item does not relate to the Sustainability Plan goals.
Economic Sustainability Plan - This item relates to the statement of City Council values of economic sustainability.
General Plan - This item addresses Measure III-39 related to facility maintenance.
2018-19 Budget - This item relates to CS-5: Ensure public buildings are safe, attractive, and environmentally friendly, allowing City employees and customers to conduct business and/or provide services to the community.
Youth and Family Master Plan - This item does not relate to the goals in the Youth and Family Master Plan.
CEQA REVIEW
This item (awarding a contract for building automation services) is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and section 15060(c)(3) (the activity is not a “project” as defined in Section 15378). CEQA Guidelines section 15378(b)(2), (4), and (5) exclude “[c]ontinuing administrative ... activities,” “government fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment,” and “administrative activities of governments that will not result in direct or indirect physical changes to the environment” from its definition of “project.”
Even if this item were a “project,” it would be exempt from environmental review under CEQA Guidelines Section 15061(b)(3)’s “general rule” that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Here, it can be seen with certainty that there is no possibility that this item, in and of itself, will have a significant effect on the environment. On its own, this action will not result in any physical changes to the environment.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process. Copies are available at the City Hall public counter, the Youth Activity Center, the Alexander Hughes Community Center, and on the City website.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Interim Community Services Director Management Analyst