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RESOLUTION NO.3 8 2 2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF AUBURN, WASHINGTON, DECLARING AN
EMERGENCY WITH RESPECT TO THE PURCHASE
OF AIR CONDITIONING COMPONENTS FOR THE
CITY HALL BUILDING
WHEREAS, in the course of planning for facility needs, it was recognized
that the City Hall building's air conditioning unit was in need of some repair and
replacement of critical parts, including the "chiller" equipment. Those repairs and
equipment replacements were included in the 2005 budget process and their
funding was approved as part of that budget; and
WHEREAS, it was expected that the air conditioning unit at City Hall
would continue to function throughout 2005, giving the City the opportunity to go
through a thorough review, specification and planning process as well as
complying with applicable bidding procedures; and
WHEREAS, unfortunately the chiller equipment failed, taking from the City
the opportunity to more conveniently time its repair and replacement activities;
and
WHEREAS, with the failure of this crucial piece of air conditioning
equipment, an emergency situation now exists that warrants action without
compliance without full bidding procedures; and
WHEREAS, because the City Hall building is an enclosed structure
(without windows that open) the air conditioning unit is a necessary piece of
equipment for the building to function as an environment in which people may
work and address the functions of City Hall; and
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Resolution No. 3822
February 4, 2005
Page 1
WHEREAS, perhaps more crucial in terms of time, the City's extensive
computer equipment does depend very critically on certain temperature controls
and even though the weather outside is not now uncomfortable or warm,
because of the need to ensure temperature controls for the City's computer
equipment, measures are already having to be made to make sure that the
equipment does not overheat; and
WHEREAS, should the City's computer equipment overheat, all electronic
records of the City would be lost, resulting in the City's inability to serve the
public, and a significant cost to the City to replace equipment and restore data;
and
WHEREAS, the result is that the City does not have the luxury of time to
engage in the specification and planning, as well as the formal bidding process,
that it had intended to use in order to address the emergent need for repair and
replacement of the air conditioning equipment; and
WHEREAS, under these circumstances, the need to repair and replace
the air conditioning equipment constitutes an emergency, not only in terms of the
air quality and environment in City Hall but the need to preserve and protect the
significant computer system infrastructure that would be compromised without
immediate action to address this need; and
WHEREAS, pursuant to the authority of Section 3.10.050 of the Auburn
City Code, the Mayor has determined that an emergency exists so as to justify
the emergency contracting procedures without formal bidding.
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Resolution No. 3822
February 4, 2005
Page 2
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, HEREBY RESOLVES as follows:
Section 1. That the City Council ratifies the Mayor's determination that
an emergency exists in this case, and finds that the need for the City to enter into
a contract for the air conditioning unit, without going through typical bidding
procedures, to repair and replace the air conditioning unit at City Hall is an
emergency that relieves the City of the requirement to engage in a more lengthy
competitive bidding process for this equipment.
2. That the Mayor or his designee is authorized to negotiate and enter
into a contract with ACCO Systems Engineers, a provider of compatible
equipment, to address the air conditioning repair needs as promptly as that can
be accomplished.
3. This resolution shall be in full force and effect upon passage and
signatures hereon.
DATED and SIGNED this -¡,pr- day of +:-;; \n wih ~ ,2005.
CITY
--I
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MAYOR
ATTEST:
¡[bJd1 &[JJ!ø~
Danielle E. Daskam,
City Clerk
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Resolution No. 3822
February 4, 2005
Page 3
APP{ßVED A&TQ FO,RM:. /
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Daniel B. Heid' .
City Attorney
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Resolution No. 3822
February 4, 2005
Page 4