PREPARED BY: CHIARA HANNA DATE OF MEETING: 10/05/2026
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY UP TO $100,000, FOR A TOTAL AMOUNT NOT TO EXCEED $350,000, UNDER THE ON-CALL MAINTENANCE AND TRADE SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND ACCO ENGINEERED SYSTEMS, INC. TO COMPLETE ADDITIONAL WORK ASSOCIATED WITH THE SENIOR CENTER HVAC REPLACEMENT PROJECT (CIP 0106)
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
EXISTING HVAC SYSTEM:
The San Pablo Senior Center, located at 1943 Church Lane, has experienced inadequate ventilation and declining performance of its existing heating, ventilation, and air conditioning (HVAC) system. Public Works Maintenance staff evaluated the system and determined that a qualified HVAC professional should assess the equipment and recommend appropriate repairs or replacement.
ACCO Engineered Systems, Inc. (ACCO), an HVAC and mechanical service provider under the City’s existing On-Call Maintenance and Trade Services Agreement, was identified as qualified to perform the evaluation and any necessary repair or replacement work.
On April 4, 2025, the City executed a Task Order with ACCO in the amount of $11,375, to perform a study and of the existing HVAC system and prepare design plans for its replacement. The work was authorized under the City’s On-Call Maintenance and Trade Services Agreement. ACCO completed the study and submitted the required deliverables, including final design plans and an equipment list for HVAC replacement on August 11, 2025. The design documents were subsequently reviewed and approved by the Chief Building Official for compliance with the applicable building codes.
HVAC REPLACEMENT (INSTALLATION):
Following completion of the initial study and design, ACCO submitted a proposal in the amount of $206,186 to remove the existing failed HVAC equipment and install the new equipment identified in the approved design.
The City’s On-Call Maintenance and Trade Services Agreement with ACCO, as amended, covers Fiscal Years 2023-24 through 2027-28 and currently authorizes total compensation of up to $250,000 over the five-year term.
On April 20, 2026, the City Council adopted Resolution 2026-052, authorizing the City Manager to execute a Task Order with ACCO in an amount not to exceed $206,186, plus a 10% contingency, for a total authorization of $226,800 for the HVAC equipment installation.
SENIOR CENTER FLOORING:
Public Works Maintenance staff also evaluated the condition of the existing luxury vinyl tile flooring at the Senior Center, which has experienced significant wear and deterioration, including moisture damage, heavy scratching, and staining. Staff recommended replacing the flooring in conjunction with the HVAC project to minimize disruption to Senior Center programs and activities.
Resolution No. 2026-052 therefore also authorized the City Manager to execute a purchase order through the California Multiple Award Schedules (CMAS) cooperative purchasing program for the purchase and installation of resilient flooring in an amount not to exceed $87,700, plus a 10% contingency, for a total authorization of $96,600.
Subsequently, the flooring service provider became non-responsive and is unable to perform the installation. In the meantime, additional HVAC equipment failures have occurred at the Senior Center, resulting in the need for additional HVAC replacement work beyond the scope of the original project. Given the need to address these additional HVAC deficiencies and the challenges encountered in securing a flooring installation provider, staff recommends prioritizing the additional HVAC work and utilizing available project funding for that purpose.
Staff will continue efforts to identify an alternative flooring services provider before the HVAC work commences. If a qualified provider can be secured through an acceptable cooperative purchasing agreement, the remaining project funds, together with other funds identified and available for allocation to the project, will be used to complete the flooring replacement.
ADDITIONAL HVAC WORK:
Since approval of the original Task Order, additional HVAC equipment failures have occurred, including equipment serving the kitchen and multiple sub-units serving individual offices. Replacement of this equipment requires additional work beyond the scope of the original HVAC replacement project.
Completion of the HVAC replacement work will require the Senior Center to temporarily close for approximately four weeks. Coordinating the additional repairs with the already scheduled HVAC replacement will allow the City to address all currently identified HVAC deficiencies during the same closure period. This approach will minimize disruption to Senior Center programs, activities, and scheduled events and avoid the need for a separate future closure.
At staff’s request, ACCO submitted a proposal totaling $87,203 to replace and install the additional HVAC equipment necessary to restore service to the Senior Center kitchen and office areas. Including a 10% contingency, the additional HVAC work is estimated at $95,923.
Staff recommends authorizing the additional HVAC work and amending the On-Call Maintenance and Trade Services Agreement with ACCO to increase the authorized compensation by up to $100,000. The proposed amendment would provide sufficient authorization for the proposed extra work, including contingency, and would increase the total compensation authorized under the Agreement from $250,000 to an amount not to exceed $350,000.
FISCAL IMPACT
The City Council previously appropriated $382,990 from the Building, Facility & Parks Maintenance Reserve Fund (Fund 130) to the Senior Center HVAC Replacement Project (CIP 0106) through Resolution 2025-093. Sufficient funding is available within the existing project budget to complete the original HVAC replacement work and the additional work identified above.
The current project budget and estimated project costs are as follows:
|
Project Budget |
Amount |
|
320-0106-43602-IBF-425 (Project Management) |
$25,000 |
|
320-0106-43604-IBF-425 (Construction) |
$357,990 |
|
Total |
$382,990 |
|
Project Cost Estimate |
Amount |
|
HVAC Equipment, including 10% contingency |
$35,600 |
|
HVAC Installation, including 10% contingency |
$226,800 |
|
Additional HVAC Work, including 10% contingency |
$95,923 |
|
Total Estimated Project Cost |
$358,323 |
The total estimated project cost of $358,323 is within the available project appropriation of $382,990, leaving approximately $24,667 in remaining project funding. These funds, together with other funds identified and available for allocation to the project, will be used to complete the flooring replacement, should an alternative service provider be secured before the HVAC equipment installation begins. Completing the following work concurrently with the HVAC installation would avoid a separate future closure and minimize disruption to Senior Center users.
Staff recommends that the City Council authorize the proposed amendment to the On-Call Maintenance and Trade Services Agreement with ACCO Engineered Services, Inc., increasing authorized compensation by up to $100,000, for a total contract amount not to exceed $350,000, to complete the additional HVAC work in conjunction with the Senior Center HVAC Replacement Project.
ATTACHMENTS
Att A. Resolution
Att B. ACCO Amendment #2
Att C. ACCO Proposal for Additional HVAC Work