City Council:
AN ORDINANCE DECLARING AN EMERGENCY
AND AUTHORIZING THE RENTAL OF TEMPORARY
COOLING EQUIPMENT AND THE REPAIR AND
REPLACEMENT OF HVAC SYSTEMS AT THE DOLES CENTER
Whereas, in correspondence dated August 13, 2025, the Deputy Commissioner of the Department of Public Works formally requested authorization to declare that an emergency exists at the Doles Center due to the imminent threat to public health and safety arising from the failure of essential HVAC systems serving the Senior Program and Cooling Station; and
Whereas, the rooftop HVAC unit serving the Senior Area (Zone 3) is a 25-year-old component well beyond its expected service life, has suffered repeated failures despite extensive corrective maintenance, and now poses an immediate threat to the health and safety of residents; and
Whereas, the failure of this HVAC unit jeopardizes essential cooling services to vulnerable populations, including seniors and other residents seeking relief from dangerous high temperatures; and
Whereas, additional deficiencies include the need for a new blower motor above the Classroom (Zone 1), without which the facility cannot maintain safe indoor temperatures; and
Whereas, the current extreme heat wave, coupled with the facility’s reliance on these systems, constitutes an exigent circumstance as defined in Section 6(B) of the City’s Procurement Policies - an occurrence that presents an immediate threat to the life, safety, health, and welfare of residents; and
Whereas, to prevent disruption of essential cooling services, it is necessary to immediately rent and deploy a portable cooling unit with generator while procuring and installing a replacement rooftop unit and blower motor; and
Whereas, an ENV study identified HVAC replacement at the Doles Center as the highest priority, recommending a rooftop unit with gas conversion at an estimated cost of $284,861.00; and
Whereas, funding is available through existing budget allocations and transfers as set forth herein; Now, Therefore, Be It Resolved That
The City of Mount Vernon, in City Council convened, does hereby ordain and enact:
Section 1. Emergency Declaration. The City Council hereby declares that an emergency exists at the Doles Center due to the imminent threat to public health and safety arising from the failure of essential HVAC systems serving the Senior Program and Cooling Station.
Section 2. Authorization of Immediate Actions. The Mayor, or their designee, is authorized to:
1. Rent and deploy a portable cooling unit, including all associated equipment and a generator, for a period not to exceed three (3) months; and
2. Procure and install a new 20-ton, two-stage rooftop gas-conversion HVAC unit for Zone 3 (Senior Area); and
3. Procure and install a new blower motor for Zone 1 (Classroom).
Section 3. Funding. Funding for the emergency repairs and rentals shall be allocated as follows:
• Blower Motor - $8,275.00 from Budget Code A1620.203
• Rooftop Unit - $76,143.24 from Budget Code A1620.414
• Portable Cooling Unit Rental - Not to exceed $25,671.39 from Budget Code A1620.203 (including transfer from A1620.414 as needed) - as follows:
o First month: - $10,461.13
o Every month thereafter: - $ 8,557.13
o NTE - three months: $25,671.39
• Total Authorized Expenditure - Not to exceed $110,089.63
Section 4. Procurement Authority. Pursuant to Section 6(B) of the City’s Procurement Policies, the aforementioned purchases are excepted from competitive bidding requirements due to the existence of an emergency as defined therein. All such purchases shall be documented and reported to the City Council.
Section 5. Effective Date. This Ordinance shall take effect immediately upon approval by the Board of Estimate & Contract.