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DATE: March 24, 2026
TO: Armondo Pavone, Mayor
FROM: Martin Pastucha, Administrator
STAFF CONTACT: Jack Odell, Capital Projects Coordinator
SUBJECT: City Hall HVAC Repairs and Substantial Completion Update
Attached for your review and signature is CAG‑24‑147, Amendment No. 1 Change Order No.
2 for McKinstry Essention to perform HVAC repair work at City Hall and adjustment to
substantial completion date.
The existing contract includes replacement of HVAC control systems to support the
project’s energy‑efficiency objectives. During the control upgrades and subsequent testing,
the contractor identified significant deficiencies in the existing HVAC equipment that
prevent the system from maintaining consistent heating and cooling throughout City Hall.
To evaluate these issues, the Facilities Department directed the contractor to perform a
detailed investigation and to identify the corrective actions required for each affected unit.
The Department also authorized the contractor to proceed with repairs, which are currently
in progress.
This Change Order establishes a not‑to‑exceed amount to cover the investigation and
repair work identified to date, to be billed on a time‑and‑materials basis. Additional
deficiencies may be identified during further system testing, which could necessitate a
subsequent Change Order.
This Change Order also adjusts the project schedule. An additional 90 calendar days are
incorporated into the substantial completion date to align the contract with the baseline
schedule developed at project initiation. Although the original contract assumed a
222‑calendar‑day duration, the baseline schedule coordinated between the City and
Contractor established a substantial completion date 90 calendar days later; this Change
Order formally reflects that adjustment. Separately, the investigation and repair work
associated with this Change Order requires an additional 30 calendar days, which are also
added to the contract schedule.
Docusign Envelope ID: 31EE14A6-AFBD-4092-AFD2-FC2579D204EF
Key Changes in the Amendment:
This Amendment will increase the Contract Amount by $99,560.65, from $2,970,480.80 to
$3,070,041.45 (Exhibit A).
The substantial completion date is revised from January 21, 2026, to May 31, 2026.
Funding:
This Change Order will be fully funded through GL: 316.220086.015.594.18.62.000
The Facilities Department recommends executing this Change Order Agreement to ensure
timely correction of the heating and cooling deficiencies recently identified at City Hall.
Docusign Envelope ID: 31EE14A6-AFBD-4092-AFD2-FC2579D204EF