PREPARED BY: JIMMIE ZHOU DATE OF MEETING: 04/20/2026
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER FOR HVAC EQUIPMENT THROUGH THE CALIFORNIA MULTIPLE AWARD SCHEDULES (CMAS) COOPERATIVE PURCHASING PROGRAM, ESTABLISHED BY THE STATE OF CALIFORNIA, IN ACCORDANCE WITH SAN PABLO MUNICIPAL CODE SECTION 3.16.110(E), IN AN AMOUNT NOT TO EXCEED $32,362, WITH A 10% CONTINGENCY, FOR A TOTAL AUTHORIZATION OF $35,600, FOR THE SENIOR CENTER HVAC AND FLOORING REPLACEMENT PROJECT (CIP 0106); (2) AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE ON-CALL MAINTENANCE AND TRADE SERVICE AGREEMENT WITH ACCO ENGINEERED SYSTEMS, INC. TO REMOVE THE NOT-TO-EXCEED AMOUNTS PER FISCAL YEAR, BUT WITH NO CHANGE TO THE TOTAL NOT-TO-EXCEED AMOUNT OF THE AGREEMENT OVER THE FIVE FISCAL YEAR TERM; (3) AUTHORIZING THE CITY MANAGER TO EXECUTE A TASK ORDER FOR THE HVAC EQUIPMENT INSTALLATION IN THE AMOUNT NOT TO EXCEED $206,186 WITH A 10% CONTINGENCY FOR A TOTAL AUTHORIZATION OF $226,800 FOR THE SENIOR CENTER HVAC AND FLOORING REPLACEMENT PROJECT; (4) AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE ORDER THROUGH CMAS FOR THE PURCHASE AND INSTALLATION OF RESILIENT FLOORING, IN ACCORDANCE WITH CALIFORNIA PUBLIC CONTRACT CODE 10298.5, IN AN AMOUNT NOT TO EXCEED $87,700 WITH A 10% CONTINGENCY FOR A TOTAL AUTHORIZATION OF $96,600
CEQA: An environmental review analysis consistent with the California Environmental Quality Act (CEQA) requirement has been conducted. The project is considered categorical exemption under section 15301(d). A notice of exemption has been filed at the Contra Costa County recorder’s office on March 23, 2026
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2025-2027 Council Priority Workplan Compliance Statements:
Build a Healthy Community is a major policy goal contained in the FY 2025-27 City Council Priority Workplan, effective April 7, 2025.
BACKGROUND
BACKGROUND FOR EXISTING HVAC SYSTEM:
The San Pablo Senior Center, located at 1943 Church Lane, has been experiencing inadequate ventilation with the existing HVAC system. Public Works Maintenance staff investigated and recommended the HVAC system to be assessed for repair or replacement by a qualified HVAC professional.
ACCO Engineered Systems, Inc. (ACCO), an HVAC and mechanical firm under the City’s current on-call Maintenance and Trade Services contract, was identified as qualified to perform the evaluation and any necessary repair or replacement work.
On April 4, 2025, the City Manager on behalf of City of San Pablo executed a Task Order with ACCO to perform a study and prepare HVAC replacement design plans for the Senior Center HVAC Replacement Project, in an amount not to exceed $11,375, under the City’s On-Call Maintenance and Trade Services Contract.
On August 11, 2025, ACCO completed the study and submitted all deliverables, including final designs and equipment list for HVAC replacement. The design documents were subsequently reviewed and approved by Chief Building Official for compliance with the applicable building codes.
HVAC EQUIPMENT PROCUREMENT:
To purchase the new HVAC equipment, staff utilized the California Multiple Award Schedules (CMAS) program provided by California’s Department of General Services. Local governments may utilize the CMAS vendors, which have been competitively selected meeting State Contracting Code. City’s procurement policy, as noted in San Pablo Municipal Code Section 3.16.110(E), allows the use of CMAS to purchase HVAC equipment.
Through the CMAS database, staff issued requests for quotes to three firms: Leed Mechanical (Rancho Cordova, CA), ACCO Engineered Systems, Inc. (San Jose, CA), and Carrier Corporation (Charlotte, NC).
Leed Mechanical did not respond to the request for quotes. Carrier Corporation, through its local supplier Sigler, submitted a quote for alternate HVAC equipment; however, the proposed equipment was not compatible with the existing HVAC system. ACCO provided a responsive quote that met the specified equipment requirements.
The cost proposal for the HVAC equipment is $32,362.
HVAC REPLACEMENT (INSTALLATION):
At the conclusion of the initial study, ACCO Engineered Systems, Inc. submitted a cost proposal to demolish the existing failed HVAC equipment and install new HVAC equipment. The total cost for the demolition and installation work is $206,186.
The City’s current on-call Maintenance and Trade Services Agreement with ACCO, covering Fiscal Years 2023-24 through 2027-28, authorizes total compensation not to exceed $250,000, with a per-fiscal year task limit of $50,000. Due to the unanticipated scope and scale of the HVAC system failure, the cost of replacement exceeds the per-fiscal year task limit. Staff recommends amending the Agreement to remove the not-to-exceed amounts per fiscal year, but with no change to the total not-to-exceed amount of the Agreement over the five fiscal year term.
The installation of the HVAC equipment will require a temporary closure of the San Pablo Senior Center, which is discussed in a later section of this staff report.
FLOORING REPLACEMENT:
The existing flooring at the San Pablo Senior Center is luxury vinyl tile (LVT). It has shown signs of aging, including moisture damage, heavy scratches, and staining. Public Works Maintenance staff have documented the condition of the flooring and recommended its replacement when funding becomes available.
Since the HVAC replacement will require the Senior Center to close for approximately four weeks, it is recommended to perform the flooring replacement concurrently to minimize additional disruption.
Under Public Contract Code Section 10298.5, a pilot program was established allowing alternative contracting procedures for certain public works installations, excluding new construction. This program covers the purchase and installation of resilient flooring. In accordance with this program, staff utilized the CMAS program to solicit cost proposals for the purchase of new flooring, demolition of the existing flooring, and installation of the new flooring.
A representative from Harry L. Murphy Inc. conducted a site visit and provided samples of various materials for selection. Staff prioritized flooring material that is non-slip, durable, low maintenance, and compatible with the existing subfloor conditions. A combination of rubber commercial flooring and all-weather carpet tiles is recommended. A cost proposal prepared by Harry L. Murphy under CMAS terms and conditions totals $87,700.
SENIOR CENTER CLOSURE:
It is anticipated that the San Pablo Senior Center will be closed for approximately four weeks to complete both the HVAC replacement and the flooring replacement. During this period, Public Works Maintenance staff will also perform general building maintenance tasks, including wall patching and repairs. Conducting a planned closure to perform this large-scale renovation is expected to be the least disruptive approach for the long-term operation of the Senior Center.
Public Works staff will coordinate with Community Services staff to plan the closure and minimize impacts on scheduled programs and events at the Senior Center.
RECOMMENDATION:
Staff’s recommendations are as follows:
(1) Authorize the City Manager to execute a purchase order for HVAC equipment through the California Multiple Award Schedules (CMAS) cooperative purchasing program, established by the State of California, in accordance with San Pablo Municipal Code Section 3.16.110(E), in an amount not to exceed $32,362, with a 10% contingency, for a total authorization of $35,600, for the Senior Center HVAC and Flooring Replacement Project (CIP 0106);
(2) Authorize the City Manager to execute an amendment to the on-call Maintenance and Trade Service Agreement with ACCO Engineered Systems, Inc. to remove the not-to-exceed amounts per Fiscal Year, but with no change to the total not-to-exceed amount of the Agreement over the five fiscal year term;
(3) Authorize the City Manager to execute a task order for the HVAC equipment installation in the amount not to exceed $206,186 with a 10% contingency for a total authorization of $226,800 for the Senior Center HVAC and Flooring Replacement Project; and
(4) Authorize the City Manager to execute a purchase order through CMAS for the purchase and installation of resilient flooring, in accordance with California Public Contract Code Section 10298.5, in the amount not to exceed $87,700 with a 10% contingency for a total authorization of $96,600.
FISCAL IMPACT
City Council previously appropriated a total of $382,990 from the Building, Facility & Parks Maintenance Reserve Fund (Fund 130) to the Senior Center HVAC and Flooring Replacement Project in Resolution 2025-093. There are sufficient funds in the project account.
|
Project Budget |
|
320-0106-43604-IBF-425 |
$382,990 |
|
Project Cost Estimate |
|
HVAC Equipment (including 10% contingency) |
$ 35,600 |
|
HVAC Installation (including 10% contingency) |
$226,800 |
|
Flooring Purchase and Installation (including 10% contingency) |
$ 96,600 |
|
Total |
$359,000 |
|
|
|
ATTACHMENTS:
Att A - Resolution
Att B - ACCO CMAS Agreement
Att C - ACCO CMAS Cost Proposal for HVAC Equipment
Att D - ACCO Trade and Service Agreement
Att E - Harry L Murphy CMAS Agreement
Att F - Harry L Murphy Cost Proposal for Flooring Material and Installation
Att H - AMN#1 ACCO