HomeMy WebLinkAboutResolution 94-25RESOLUTION 94-25
A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS
RESOLUTION DECLARING THE TOWN HALL HEATING, VENTILATION, AND AIR
CONDITIONING SYSTEM REPAIR/REPLACEMENT PROJECT AS AN EMERGENCY
AND AUTHORIZING THE CITY MANAGER TO EXECUTE A CONSTRUCTION
AGREEMENT NOT TO EXCEED $300,000 FOR THE PROJECT TO BE FUNDED FROM
THE BUILDING REPLACEMENT RESERVE
WHEREAS, the Los Altos Hills Tow Hall and Council Chambers were constructed in 2005, and the
existing HVAC system and equipment at the Town Hall are mostly original units from 2005, which
include three rooftop packaged gas/electric units, six fan coil units, and five condensing units; and
WHEREAS, the heating and cooling for the break/kitchen area and the four staff offices (Zone 1) are
served by fan coil units in the attic space connected to one rooftop unit, and the lobby area (Zone 2) is
serviced by the second rooftop unit; and
WHEREAS, the HVAC systems for Zones 1 and 2 have now failed, with no heating and cooling for
all public areas in Town Hall (break/kitchen area, lobby, and lobby conference room) and the city
manager and director offices; and
WHEREAS, a repair, replacement, or improvement of the HVAC system in the Town Hall is urgently
needed due to no heating for occupants in the space, including public members who frequent Town Hall;
and
WHEREAS, Town Hall Lobby has been utilized as a relief shelter area during prolonged power
outages; and
WHEREAS, due to the urgent need for heating in Town Hall for Zones 1 and 2, staff recommend that
Council declare this an emergency project per Public Contract Code Section 22035 to avoid having to
formally bid out the project, which requires preparing plans and specifications, legal ads, and notification
to regional building exchanges and contractors to solicit bids; and
WHEREAS, preparing plans and specifications for the project may take several weeks to prepare with
at least two to three weeks bidding duration, which would delay the Town Hall HVAC by at least two
months; and
WHEREAS, Public Contract Code Section 22050 stipulates that the City Council can delegate the City
Manager to take necessary action and execute a construction agreement for the emergency work; and.
WHEREAS, staff also recommend that Council authorize the City Manager to continue investigating
options, solicit quotes, and execute a construction agreement for the Town Hall HVAC Replacement
Project not to exceed $300,000, meeting government and Town requirements for public projects, such
as prevailing wage, insurance, bonding, business license, and other necessary provisions; and
WHEREAS, at the December 9, 2025, regular Council Meeting, staff provided additional information
on the matter that the Zone 2 rooftop unit is a gas/electric packaged unit, which staff will make best
attempts to service and repair, if feasible; and
WHEREAS, also at the December 9, 2025 regular Council Meeting, staff provided an alternate
recommendation for Council to declare the Town Hall HVAC Repair/Replacement Project as an
emergency and to authorize the City Manager to continue investigating options, solicit quotes, and
RESOLUTION 94-25 11 P a g e
execute a construction agreement for the Town Hall HVAC Replacement Project only for Zone I not to
exceed $180,000, meeting government and Town requirements for public projects, such as prevailing
wage, insurance, bonding, business license, and other necessary provisions.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:
1. There are sufficient findings to declare the Town Hall HVAC Repair/Replacement Project
an emergency to prevent delays to the work; and
2. The City Manager is authorized to solicit quotes and execute a construction agreement not
to exceed $180,000 to repair and replace the failed. Town Hall HVAC system for Zone 1, to
be funded from the Facilities Replacement Reserve; and
3. If the cost to repair the gas/electric rooftop unit for Zone 2 is significant (approximately over
$10,000), the City Manager is authorized to solicit quotes and execute a construction
agreement not to exceed $300,000 to repair and replace the failed Town Hall HVAC system
for Zones 1 and 2, to be funded from the Facilities Replacement Reserve
The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los
Altos Hills at a regular meeting held on the 9t" day of December 2025 by the following vote:
AYES: TANKHA, BHATEJA, MOK, SWAN, TYSON
NOES: NONE
ABSTAIN: NONE
ABSENT: NONE
ATTEST:
ika Birdsong -Miller, i Clerk
BY:
611�
Kavita Tankha, Mayor
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