Westminster City Council
SUBJECT
Title
Adoption of Plans and Specifications and Authorization to Solicit Construction Bids for the HVAC Replacement Project at City Hall, Council Chambers, Community Services, and Senior Center Buildings - Plan No: P-2615.
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publichearing
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From: Jake Ngo, Public Works Director
Requested by: Administration
Prepared by: Tuan Pham, Maintenance and Utilities Manager
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RECOMMENDED ACTION
Recommendation
A. Approve the plans and specifications for the Heating, Ventilation, and Air Conditioning (HVAC) Replacement Project - Plan No: P-2615; and
B. Authorize the City Engineer to approve minor modifications to the plans and specifications for final project enhancements; and
C. Authorize the Public Works Department to advertise and solicit construction bids for the subject project.
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BACKGROUND
On March 11, 2021, President Joe Biden signed the American Rescue Plan Act of 2021 (ARPA) into law to address the economic and health impacts due to the COVID-19 pandemic. The legislation allocated $130.2 billion to be evenly divided among the counties based on population ($65.1 billion) and cities using the modified Community Development Block Grant formula ($65.1 billion). As a result, the City of Westminster received an allocation of $23.7 million. A portion of this allocation will be used to fund the HVAC replacement at the City Hall, Council Chambers, Community Services, and Senior Center buildings.
Per Westminster Municipal Code 3.44.120, the Mayor and City Council shall adopt plans and specifications for all public projects requiring the formal bid procedure, pursuant to Public Contract Code Section 22039.
The project was originally advertised in October 2024, with bids opened on November 25, 2024. Two bids were received, and both substantially exceeded the engineer’s estimate. Consequently, the Mayor and City Council rejected all of the bids on December 9, 2024.
As part of value engineering initiatives, the Mayor and City Council approved a contract amendment with David Pickard Architects on June 11, 2025, to redesign the project by removing all costly roof replacements and focus solely on the planned HVAC and ductwork upgrades.
The plans and specifications have been finalized and reviewed by the City Engineer and approved by the Building Department.
Advertising for competitive bidding and the bidding process will be conducted in accordance with the Public Contract Act and the Uniform Cost Account Act. In accordance with the Procurement Policy, staff will return to the Mayor and City Council to recommend award of the contract.
The bid opening is planned for December 2025, with the anticipated award date in January 2026. Construction will subsequently commence in February 2026.
FISCAL IMPACT
Funding for this project is allocated in the CIP Account No. 21500-212309.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
The proposed project will provide a cleaner and healthier environment for the public and staff in the City Hall, Council Chambers, Community Services, and Senior Center buildings.
ATTACHMENTS
1. Reduced-size project plans
(Full-size plans and specifications are not attached to this report but are available for review at City Hall)
REVIEWED BY
Erin Backs, Finance Director
City Attorney’s Office
Christine Cordon, City Manager