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CC - CONSENT ITEM: (1) Award of a General Services Agreement to ACCO Engineered Systems in the Amount of $327,343 for the Data Center HVAC System Located at City Hall; and (2) Authorization to the Public Works Director to Approve Change Orders in an Amount Not-to-Exceed $65,468 to Cover Contingency Costs.
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Meeting Date: August 11, 2025
Contact Person/Dept.: J.R. Wright/Information Technology
Phone Number: (310) 253-5959
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/07/2025)
Department Approval: J.R. Wright, Chief Information Officer (07/29/2025) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) award a general services agreement to ACCO Engineered Systems in the amount of $327,343 for the Data Center HVAC System located at City Hall; (2) authorize the Public Works Director to approve change orders in an amount not-to-exceed $65,468 to cover contingency costs.
BACKGROUND
The City of Culver City's data center, located at City Hall, serves as the operational backbone of municipal government functions. It supports a wide array of mission-critical systems, including but not limited to financial services, community development and planning software, telecommunications, and internal citywide operations. Currently, Culver City does not maintain an off-site disaster recovery facility. As such, continuous operation of the City’s data center is essential to maintain core services without interruption.
DISCUSSION
The existing HVAC (Heating, Ventilation, and Air Conditioning) system supporting the data center has reached the end of its useful life and can no longer maintain the required environmental conditions of a stable temperature of approximately 70°F necessary for data center operations. The system’s declining performance has necessitated the deployment of three temporary portable air conditioning units to sustain adequate cooling levels.
Despite consistent repair efforts by City Facilities Maintenance staff, the system has become unreliable. Both the Public Works Department and the Information Technology Department have determined that failure of the current HVAC infrastructure would place the City at serious risk of prolonged system outages, data loss, and disruptions to essential services.
Given the absence of a disaster recovery site and the centrality of the data center to City operations, HVAC system replacement is a high-priority business continuity investment.
The City solicited competitive proposals for the project. Staff reviewed the contractor proposals and determined that ACCO Engineered Systems, a licensed and experienced HVAC contractor with a proven history of successful performance on prior City projects, submitted the best and lowest proposal. ACCO Engineered Systems is a licensed and experienced HVAC contractor with a proven history of successful performance on prior City projects.
The total anticipated construction cost is $327,343. Staff is recommending a 20% contingency of $65,468 for an aggregate amount not to exceed $392,811.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding in the amount of $392,811 in Capital Improvement Project No. PZ132 (Building Repairs) for this agreement which can be found in the capital improvements section of the budget book. This project was not initially anticipated to be completed in Fiscal Year 2025-2026 with CIP No. PZ132 funds. Staff has reprioritized planned building repairs in order to accommodate this critical project. Funding for this project will come from the City’s General Fund (Fund 420).
ATTACHMENTS
None.
MOTION(S)
That the City Council:
1. Award a Construction Contract to ACCO Engineered Systems in the Amount of $327,343.00 for the Data Center HVAC System Located at City Hall as the Lowest Responsive and Responsible Bidder; and,
2. Authorize the Public Works Director to Approve Change Orders in an Amount Not-to-Exceed $65,468.00 to cover contingency costs; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.