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HomeMy WebLinkAboutItem 09g - Accept HVAC Split Systems Project as Complete STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: March 3, 2026 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: ACCEPT ALL WORK PERFORMED BY CARRIER CORPORATION FOR THE UPPER CITY HALL HVAC SPLIT SYSTEMS PROJECT AS COMPLETE CEQA: Exempt Recommendation: Approve SUMMARY On July 15, 2025, the City Council approved a contract with Carrier Corporation in the amount of $126,085 for the Upper City Hall HVAC Split Systems Project. 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 $125,185. This amount reflects the approved contract amount of $126,085, less minor cost savings resulting from unused labor hours totaling $900, or 0.71% less than the approved contract amount. It is recommended that the City Council accept all work performed by Carrier Corporation for the Upper City Hall HVAC Split Systems Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $12,518.50. BACKGROUND The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of all City facilities, which include the Heating, Ventilation, and Air Conditioning (“HVAC”) units. Although there are HVAC units that serve the upper level of City Hall, these units are only located on the west side of the building and there are no HVAC units dedicated to cooling the north side of Upper City Hall. When City Accept Upper City Hall HVAC Split Systems Project March 3, 2026 Page 2 of 3 Hall was expanded many years ago, the ductwork was extended to supply air to the north side of the building; however, the airflow has never been sufficient to properly cool the area. The installation of three new split-system HVAC units in the north part of Upper City Hall was needed to ensure adequate cooling. DISCUSSION On July 15, 2025, the City Council approved a contract with Carrier Corporation for the Upper City Hall HVAC Split Systems Project. As part of this project, three new HVAC split systems in the north portion of Upper City Hall were installed. Each system consists of a three-ton heat pump condenser, paired with two separate 1.5-ton wall- mounted air handling units, totaling six condensers installed at ground level in the planter area. The new air-handlers were placed in six locations to ensure adequate cooling throughout all areas of the north portion of Upper City Hall. In addition, new refrigerant line sets, electrical connections to the new units, and thermostats were included for a complete installation. It was anticipated that approximately 40 hours of labor would be required for two HVAC technicians to complete installation work on Saturdays, in order to minimize disruptions during regular work hours. However, it was later determined that the work could be completed at alternate times with minimal interruptions to operations. As a result, a portion of the labor needed to complete this project was eliminated, resulting in a cost savings of $900. All terms and conditions of the contract have been complied with, and the work has been performed to the satisfaction of the Project Manager. Carrier Corporation completed the work as defined in the project plans and specifications in an efficient and timely manner. ENVIRONMENTAL ANALYSIS This Project was considered a Class 1 exemption as defined in Section 15301(a) “Existing Facilities” projects of the California Environmental Quality Act (“CEQA”), which exempts projects consisting of the minor alteration of existing public structures. Accept Upper City Hall HVAC Split Systems Project March 3, 2026 Page 3 of 3 FISCAL IMPACT Funds in the amount of $138,639.35 were available in the combined Capital Improvement Program budgets for this work: Fiscal Year 2022-23 Annual Replacement of HVAC Units Project; Fiscal Year 2023-24 Annual Replacement of HVAC Units Project; Fiscal Year 2023-24 Council Chamber Chiller Replacement Project; and Fiscal Year 2024-25 Library Cooling Tower Replacement Project. The total project cost for the HVAC split systems for upper City Hall was $125,185, which reflects the approved contract amount of $126,085, minus cost savings of $900, or 0.71%. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and accept all work performed by Carrier Corporation for the Upper City Hall HVAC Split Systems Project as complete and authorize the final payment to be made in accordance with the contract documents, subject to the retention of $12,518.50.