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Committee authorizes bids for HVAC work, key‑card replacement and other municipal building improvements under a $300,000 capital plan
Summary
The committee authorized solicitation of bids for urgent HVAC repairs (including a $24,000 chiller compressor quote), endorsed seeking proposals to replace an aging key‑card system (vendor quote ~$65,000) and agreed to a $300,000 capital improvements package covering waterproofing, interior repairs and maintenance planning.
The Building Committee approved a series of procurement steps and a capital plan to address multiple building systems that staff said are showing age or failing. Staff (speaker 2) outlined the scope and recommended that the city solicit at least three proposals for HVAC repairs and for other systems identified in the capital plan.
HVAC: staff described a complex HVAC system with four air handlers, a large chiller and a boiler; a chiller compressor repair was quoted at $24,000 and the boiler replacement had cost $53,000 in a previous year. Staff recommended authorizing an RFP process so the city can evaluate repair versus replacement and build lifecycle and soft‑cost estimates into vendor proposals. Committee member Mister Farmer (speaker 9) moved to authorize bids and asked the staff to include analysis of replacement options and ongoing operating costs.
Security and access control: staff reported a vendor quote of about $65,000 to replace the proprietary key‑card system (wiring and master boxes) and noted the expense is eligible for Prop P funding because the upgrade is related to public‑safety operations. The committee endorsed seeking competitive proposals.
Other capital items: staff proposed using a $300,000 allocation from the Capital Improvement Sales Tax fund to fund the engineering study for the south basin ($8,400 to CEC), interim waterproofing and interior repairs where leaks had damaged finishes, duct cleaning (requiring a short building closure), and replacement or repair of rotting lattice and fascia. The committee discussed stair safety and agreed to prioritize visible hazard mitigation (reflective tape, additional handrails) while planning a longer‑term redesign.
Property management study: staff proposed exploring a property‑management or facilities‑management contract to provide technical expertise and build a proactive maintenance plan; committee members supported studying a recurring maintenance allocation so the building does not again fall behind on repairs.
What comes next: staff will advertise RFPs/RFQs for HVAC, key‑card system and waterproofing work, return with bids and detailed cost analyses, proceed with the hose grid test from the basin article, and continue coordination with MSD on stormwater requirements.
