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HomeMy WebLinkAboutItem 11d - Accept Community Center HVAC Ductwork as CompleteAccept Replacement of HVAC Units and Ductwork June 5, 2018 Page 1 of 2 DATE: June 5, 2018 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY WESTERN AIR CONDITIONING COMPANY, INC. FOR THE REPLACEMENT OF HVAC UNITS AND DUCTWORK AT THE COMMUNITY CENTER AS COMPLETE Recommendation: Approve SUMMARY On December 19, 2017, the City Council approved a contract with Western Air Conditioning Company, Inc. in the amount of $127,000 for the replacement of HVAC units and ductwork at the Arcadia Community Center. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $127,000. It is recommended that the City Council accept all work performed by Western Air Conditioning Company, Inc. for the Replacement of HVAC Units and Ductwork at the Community Center as complete and authorize the final payment to be made in accordance with the contract documents, subject to retention of $6,350. DISCUSSION The Public Works Services Department (“PWSD”) is responsible for the maintenance of all City facilities. The Department currently has a preventative HVAC replacement program designed to replace HVAC units every 12 to 15 years in order to reduce the chances of failure of HVAC units in City facilities. The benefits of replacing HVAC units on a planned schedule include savings in electrical usage and unscheduled downtime and replacement costs. In addition, if an HVAC unit becomes inoperable, it can take up to four weeks to receive replacement parts and even longer to go through the procurement process to replace a unit that is beyond repair. Accept Replacement of HVAC Units and Ductwork June 5, 2018 Page 2 of 2 On December 19, 2017, the City Council approved a contract with Western Air Conditioning Company, Inc. for the replacement of HVAC units and ductwork at the Community Center. The work performed included replacing the 15 ton and a 5 ton rooftop HVAC units at the Community Center with two new units that are energy efficient and meet Air Quality Management District Freon regulations. Additionally, the existing exterior galvanized HVAC ducts over the restrooms on the north and south sides of the building were also replaced along with water tight sealant and liners. All associated electrical work was also completed as part of this project. The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. Western Air Conditioning Company, Inc. has completed the work as defined by the City’s specifications in an efficient and timely manner. FISCAL IMPACT Funds in the amount of $60,000 were budgeted in the FY 2016-17 CIP and another $60,000 were budgeted in the FY 2017-18 CIP for the Annual Replacement of HVAC Rooftop Units. In addition, $25,000 was budgeted in the FY 2017-18 CIP for the replacement of the exterior HVAC ducting. The total accumulated amount of funding for this project is $145,000. The total cost for the Replacement of HVAC Units and Ductwork at the Community Center is $127,000. RECOMMENDATION It is recommended that the City Council accept all work performed by Western Air Conditioning Company, Inc. for the replacement of HVAC units and ductwork at the Community Center as complete, and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $6,350.