HomeMy WebLinkAbout2025-09-23; City Council; 06; Accept Bids, Award Construction Contract to Los Angeles Air Conditioning, Inc. for the Police & Fire Headquarters Central Plant Repair Project and Authorize Additional ApCA Review TL
Meeting Date: Sept. 23, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Brian Bacardi, Public Works Superintendent
brian.bacardi@carlsbadca.gov, 442-339-2944
Subject: Accept Bids, Award Construction Contract to Los Angeles Air
Conditioning, Inc. for the Police & Fire Headquarters Central Plant Repair
Project and Authorize Additional Appropriation
District: 2
Recommended Action
Adopt a resolution accepting the bids, awarding a construction contract to Los Angeles
Air Conditioning, Inc. in an amount not to exceed $471,920 for the Police & Fire Headquarters
Central Plant Repair Project and authorizing an additional appropriation of $36,000 from the
Infrastructure Repair and Replacement Fund.
Executive Summary
The central plant that serves the Police & Fire Headquarters, located at 2560 Orion Way, was
built in 1986 and needs significant repairs to ensure reliable operation.
The City Council adopted the plans, specifications and contract documents, and authorized the
City Clerk to advertise bids for the Police & Fire Headquarters Central Plant Repair Project,
Capital Improvement Program Project No. 4770.
Staff request that the City Council accept the bids, award the construction contract to Los
Angeles Air Conditioning, Inc., the lowest responsive and responsible bidder, in an amount not
to exceed $471,920, and authorize additional appropriation in an amount not to exceed
$36,000.
Carlsbad Municipal Code Sections 3.28.080(C) and 3.28.080(I)(6), which cover purchasing in
construction contracts, require the City Council’s approval for all formally bid contracts when
the value exceeds $220,000, as this project does.
Sept. 23, 2025 Item #6 Page 1 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0
Explanation & Analysis
The Police & Fire Headquarters Central Plant Repair Project includes the following:
• Replacement of the existing 100-ton chiller – a large-scale refrigeration unit – with two
50-ton chillers
• Replacement of the original electrical distribution panel serving the central plant
• Concrete modifications increasing the size of the pad to accommodate the new chillers
• Installation of a grate drain system to address chronic flooding issues
The City Council adopted the project plans, specifications and contract documents and
authorized the City Clerk to advertise them for construction bids June 10, 2025 (Resolution No.
2025-124).
On July 15, 2025, the city received six bids for constructing the project. Staff evaluated the bids
and found that Los Angeles Air Conditioning, Inc., submitted the lowest responsive bid in an
amount of $471,920. Staff also determined that Los Angeles Air Conditioning is a responsible
bidder as it has completed similar projects demonstrating its capability and qualifications to
perform the specified work.
The construction contract contains general performance standards and references technical
specifications, which if not met, allow the city to withhold payment. The contract also includes
a one-year warranty period from the notice of completion.
Staff are requesting that the City Council adopt a resolution accepting the bids, awarding a
construction contract to Los Angeles Air Conditioning, Inc. in an amount not to exceed $471,920
and authorizing additional appropriation of $36,000 from the Infrastructure Repair and
Replacement Fund.
Fiscal Analysis
As part of Resolution No. 2025-124, the City Council appropriated $573,330 from the
Infrastructure Repair and Replacement Fund for the Police & Fire Headquarters Central Plant
Repair Project.
The cost of the agreement for the temporary rental chiller and equipment that will be
necessary to condition the building during construction and the amount of the lowest bid are
higher than previously estimated, so staff are requesting that the City Council authorize an
additional appropriation of $36,000 from the Infrastructure Repair and Replacement Fund.
Police & Fire Headquarters Central Plant Repair Project
Capital Improvement Program Project No. 4770
Total appropriation to date $573,330
Total expenditures and encumbrances to date -$90,000
Total available balance $483,330
Construction contract – Los Angeles Air Conditioning, Inc. -$471,920
Construction contingency -$47,000
Total estimated construction costs -$518,920
Remaining balance -$35,590
Additional appropriation requested (rounded) $36,000
Sept. 23, 2025 Item #6 Page 2 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0
Carlsbad Municipal Code Section 3.28.040(C)(5) authorizes the City Manager or designee to
approve change orders in an amount equal to the contingency set at the time of project award,
which for this project is $47,000.
Next Steps
Once the City Council accepts the bids and awards the construction contract to Los Angeles Air
Conditioning, Inc., staff will issue a purchase order, schedule a pre-construction meeting with
the contractor to determine the amount of time that will be required to procure the project
equipment. Staff will issue a notice to proceed to construct the project based on the
anticipated procurement period. The duration of the construction is estimated to be
approximately 60 working days.
Construction is expected to start in fall 2025 and be completed by early 2026. A notice of
completion to release bonds issued for the project will be recorded once the project is
complete.
Environmental Evaluation
The proposed action for replacement of an existing 100-ton chiller at the Police & Fire
Headquarters central plant is categorically exempt from environmental review under California
Environmental Quality Act, or CEQA, Guidelines Section 15301 because it involves the
maintenance, repair or minor alteration of existing facilities with negligible or no expansion of
the existing or former use. No exceptions to the categorical exemption as set forth in CEQA
Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.
Exhibits
1. City Council resolution
2. Location map
Sept. 23, 2025 Item #6 Page 3 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0
Exhibit 1 RESOLUTION NO. 2025-212
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ACCEPTING THE BIDS, AWARDING A CONSTRUCTION
CONTRACT TO LOS ANGELES AIR CONDITIONING, INC. IN AN AMOUNT NOT
TO EXCEED $471,920 FOR THE POLICE & FIRE HEADQUARTERS CENTRAL
PLANT REPAIR PROJECT AND AUTHORIZING AN ADDITIONAL
APPROPRIATION OF $36,000 FROM THE INFRASTRUCTURE REPAIR AND
REPLACEMENT FUND
WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary,
desirable and in the public interest to construct the Police & Fire Headquarters Central Plant Repair
Project, Capital Improvement Program, or CIP, Project No. 4770, or Project; and
WHEREAS, on June 10, 2025, the City Council adopted Resolution No. 2025-124, adopting the
plans, specifications and contract documents for the Project and authorizing the City Clerk to advertise
the construction documents for bidding; and
WHEREAS, on July 15, 2025, staff received six bids for construction of the Project; and
WHEREAS, staff reviewed the bids and found Los Angeles Air Conditioning, Inc. to be a
responsible bidder with the lowest responsive bid in an amount not to exceed $471,920; and
WHEREAS, the Carlsbad Municipal Code, or CMC, Sections 3.28.080(C) and 3.28.080(I)(6)
require the City Council to award all formally bid contracts when the value exceeds $220,000, and
therefore, the Project is subject to this requirement; and
WHEREAS, CMC Section 3.28.040(C)(5) authorizes the City Manager or designee to approve
change orders in an amount equal to the contingency set at the time of Project award, which is $47,000;
and
WHEREAS, because the anticipated project costs exceed previous estimates, staff are
requesting the City Council authorize additional appropriation in an amount of $36,000 from the
Infrastructure Repair and Replacement Fund.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the City Council has determined that the proposed action for replacement of an
existing 100-ton chiller at the Police & Fire Headquarters central plant is categorically
exempt from environmental review under the California Environmental Quality Act, or
Sept. 23, 2025 Item #6 Page 4 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0
CEQA, Guidelines Section 15301 because it involves the maintenance, repair or minor
alteration of existing facilities with negligible or no expansion of the existing or former
use. No exceptions to the categorical exemption as set forth in CEQA Guidelines Section
15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.
3.That the bid submitted by Los Angeles Air Conditioning, Inc. in an amount not to exceed
$471,920 for construction of the Police & Fire Headquarters Central Plant Repair Project,
CIP Project No. 4770, is accepted, and the Mayor is hereby authorized to execute a
contract with Los Angeles Air Conditioning, Inc., subject to the contract’s review and
approval as to form by the City Attorney’s Office.
4.That the City Manager or designee is authorized to approve construction change orders
for the Police & Fire Headquarters Central Plant Repair Project, CIP Project No. 4770, up
to an amount not to exceed $47,000.
5.That the City Manager or designee is authorized to appropriate an additional $36,000
from the Infrastructure Repair and Replacement Fund to fund the Project.
6.That the City Manager or designee is authorized to sign all other documents necessary
for regulatory compliance, to extend funding opportunities, or to otherwise implement
and finalize the Project, subject to the review and approval as to form by the City
Attorney’s Office.
7.That the award of this contract is contingent upon Los Angeles Air Conditioning, Inc.
executing the required contract and submitting the required bonds and insurance
policies, as described in the contract, within 20 calendar days after adoption of this
Resolution. The City Manager may grant reasonable extensions of time to execute the
contract and assemble the required bonds and insurance policies.
Sept. 23, 2025 Item #6 Page 5 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City
of Carlsbad on the 23rd day of September, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
Sept. 23, 2025 Item #6 Page 6 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0
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Sept. 23, 2025 Item #6 Page 7 of 7
Docusign Envelope ID: 396023C4-079E-4C21-8A0A-8F64BD27D3D0