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HomeMy WebLinkAboutItem 09l - Change Order for HVAC Equipment Support and Services STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: October 7, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH CARRIER CORPORATION FOR HVAC EQUIPMENT SUPPORT AND REPAIR SERVICES IN THE AMOUNT OF $19,600 CEQA: Not a Project Recommendation: Approve SUMMARY The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of all City facilities, which includes Heating, Ventilation, and Air Conditioning (“HVAC”) units. Through Sourcewell, a cooperative purchasing program, the City has streamlined the procurement process and awarded contracts to Carrier Corporation for the purchase and installation of HVAC equipment. Every fiscal year, the PWSD opens a purchase order with Carrier Corporation for HVAC equipment support and repair services. Due to above-average service requests submitted to Carrier Corporation in Fiscal Year 2024-25, the total cost of work exceeded the Purchase Order amount by $19,600. Unfortunately, the PWSD received invoices in August for services that were completed in Fiscal Year 2024-25. Since the total cost of work by Carrier Corporation now exceeds $30,000, the Change Order to the Fiscal Year 2024-25 Purchase Order with Carrier Corporation requires City Council approval. For this reason, it is recommended that the City Council approve a Change Order to increase the Purchase Order with Carrier Corporation for HVAC equipment support and repair services, in the amount of $19,600. Change Order for HVAC Equipment Support and Services October 7, 2025 Page 2 of 3 BACKGROUND The PWSD is responsible for the maintenance and repair of all City facilities, which includes Heating, Ventilation, and Air Conditioning (“HVAC”) units. Carrier Corporation is one of the City’s longstanding contractors for HVAC equipment. Utilizing Sourcewell, an annual purchase order is issued to Carrier Corporation for HVAC equipment support and repair services. Carrier Corporation provides technical support and troubleshooting, emergency repair, and rapid response. Carrier Corporation also supplies genuine parts and components to ensure system integrity and efficiency is maintained. DISCUSSION Due to above-average service requests submitted to Carrier Corporation, the annual Purchase Order of $25,000 was insufficient to cover the required HVAC equipment and repair services. Support and repair services have been increasingly requested from Carrier Corporation for unanticipated HVAC issues at various City facilities, including the replacement of the float valve at the Arcadia Library, the draining and flushing of the cooling tower at the Police Department, inspection of the chiller’s condenser and fans at Fire Station 107, and the replacement of multiple thermostats at the Community Center. The additional services provided by Carrier Corporation total $19,600, requiring an increase to the Purchase Order. It is recommended that the City Council approve a Change Order to increase the Purchase Order with Carrier Corporation for HVAC equipment support and repair services, in the amount of $19,600. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT This Change Order request is for the Fiscal Year 2024-25 Purchase Order with Carrier Corporation. Unfortunately, the PWSD received invoices in August for services Change Order for HVAC Equipment Support and Services October 7, 2025 Page 3 of 3 completed in Fiscal Year 2024-25. Since the total cost of work by Carrier Corporation now exceeds $30,000, the Change Order to the Fiscal Year 2024-25 Purchase Order with Carrier Corporation requires City Council approval. Sufficient funds are available in the Fiscal Year 2024-25 Operating Budget to cover these costs. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Change Order to increase the Purchase Order with Carrier Corporation for HVAC equipment support and repair services, in the amount of $19,600.