Council approves $50,000 contingency for Radcliffe Center HVAC project

The Garden City City Council on Sept. 8 approved an additional $50,000 in contingency for the Radcliffe Center HVAC renovation project, voting 7-0 to increase the project contingency to cover controls work and other identified scope items.

Erica Smith, parks and recreation director, told the council staff and the contractor had identified additional necessary items after work began and that the requested $50,000 would be covered by the project's HUD grant. "So tonight, we're looking for an additional 50,000 of contingency for the same contractor," Smith said.

Why it matters: Radcliffe is a community recreation facility used for programs, senior services and events; Smith said improved controls are intended to let staff isolate rooms, reduce energy waste and better match temperatures to room use. Council members pressed staff on what work was excluded by a subcontractor and on schedule guarantees.

Council discussion focused on three topics: (1) control systems and their scope, (2) exclusions listed by a subcontractor and whether Quality Air (the prime) would cover those items, and (3) how much of the HUD grant would remain after the additional contingency. Smith said controls work can be costly depending on scope and that the primary goal was to "regain control" of thermostats and isolate portions of the building. Smith said, "We have not been able to control them," referring to rooms that previously could not be isolated, and that the work would allow staff to set different set points for different rooms.

Council member Kara Fotis asked specifically whether the controls include per-room controls so doors and rooms do not have to remain open; Smith answered yes. Council member Dold asked about several exclusions listed in the subcontractor's terms; Smith said Quality Air is providing oversight and would advise the city on items not covered by subs. Council member King asked whether thermostats could be locked to prevent abuse and whether systems could be set to lower set points during long closures; Smith said some existing equipment is not yet networked and additional wiring would be required to add full centralized control, but the new work would provide capacity for future programming.

Smith said the project budget referenced in discussion was about $2,100,000 and that, if the $50,000 contingency were approved, she estimated about $150,000 would remain in the grant allocation. Smith also said rooftop units were scheduled for delivery in September and that the contractor had been moving promptly.

The motion to approve the $50,000 contingency was made by Council member Hughes and supported by Mayor Pro Tem Dold. The council voted by voice and the mayor declared the motion passed 7-0.

The council did not instruct staff to change contract completion language during the public discussion, though members asked whether a firm completion date could be added; Smith said the city could add a completion date but that, historically, payment is tied to completion and the contractor had been moving quickly. Staff said they would confirm grant deadlines; Smith referenced the HUD grant but did not provide a firm expiration date at the meeting.

A formal funding note: Smith stated the additional contingency would be covered by the project's HUD grant. The council did not vote on any reallocation of other city funds during the meeting.

What comes next: The contractor will continue work under the existing contract; staff said they would continue to monitor exclusions and clarify items not covered by subcontractors. No additional formal direction or amendment to contract language was recorded in the public meeting minutes.