MEETING DATE:
SEPTEMBER 9, 2025
SUBJECT:
Title
RESOLUTION NO. 2025_9487 _ AWARDING A CONTRACT FOR THE SENIOR ACTIVITY CENTER HVAC REPLACEMENT PROJECT TO TRANE U.S. INC AND EXECUTION OF THE CONTRACT AND ALL RELATED DOCUMENTS, AND TO AMEND THE CAPITAL IMPROVEMENT PROGRAM BUDGET IF AND AS NECESSARY TO COMPLETE THE PROJECT
Body
Recommendation
Recommendation
ADOPT a resolution awarding a contract for the Senior Activity Center HVAC Replacement Project (CIP FC019) to Trane U.S. Inc., and delegating authority to the City Manager to negotiate, finalize, and execute the contract and all related documents, and to amend the Capital Improvement Program budget if and as needed to complete the work.
Body
Board or Commission Action
Not Applicable
Relevant Council Strategic Theme
Planning for the Future
Dynamic and Responsive Service Delivery
Good Governance
Executive Summary
The Public Works Department maintains heating, ventilation, and air conditioning (HVAC) equipment for the City’s public facilities, including the Senior Activity Center located at 111 Richmar Avenue. Approval of the proposed Resolution would award a contract to Trane U.S. Inc. for HVAC system replacement and related improvements at the Senior Activity Center in an amount not to exceed $1,108,059.00
Discussion
The Senior Activity Center is a vital hub for San Marcos’ older adult community. Reliable, efficient HVAC is not only necessary for day-to-day comfort but also for maintaining the Center as a climate-resilient refuge (“cool zone”) where vulnerable residents can safely gather, participate in enrichment programs, and access supportive services.
The existing HVAC system at the Senior Activity Center is beyond its useful service life and requires full replacement to ensure reliable and efficient operations. The scope of work includes, but not limited to
- Central plant equipment replacement
- HVAC equipment replacement at the Senior Center
- Electrical and control system integration
This project supports the City Council’s strategic themes of planning for the future and delivering dynamic, responsive service to the community by ensuring the Senior Activity Center remains safe, functional, and energy efficient.
In accordance with Section 2.30.100 of the San Marcos Municipal Code, bids were publicly solicited under PW IFB 25-01 on August 4, 2025 and on August 19, 2025 the City received two bids. The lowest responsive, responsible bidder was Trane U.S. Inc. Staff recommends City Council approve the award of a construction contract for the Senior Activity Center HVAC Replacement Project (CIP FC019), in an amount not to exceed $1,108,059.00, to Trane U.S. Inc., and authorize the City Manager to negotiate, finalize, and execute the contract and all related documents, and amend the Capital Improvement Program budget if and as necessary to complete the work.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines; and, is therefore not subject to environmental review pursuant to CEQA Guidelines section 15060(c)(3).
Fiscal Impact
Funding for the project is appropriated in the City’s Capital Improvement Program (CIP FC019), which is funded with Community Development Block Grant (CDBG) funds. Any adjustments to the project budget are anticipated to be funded by CDBG funds as an eligible Community-benefitting activity.
Attachment(s)
Resolution
Prepared by: Daniel Garcia, Facilities Maintenance Supervisor
Submitted by: Daniel Garcia, Facilities Maintenance Supervisor
Reviewed by: Tim Selke, Public Works Director
Approved by: Michelle Bender, City Manager