CA Review TL
Meeting Date: July 22, 2025
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Si Phan, Associate Engineer
[email protected], 442-339-5219
Subject: Adoption of Plans, Specifications and Contract Documents, Authorization to Advertise for Construction Bids for the Harding Community Center Heating Ventilation and Air Conditioning Refurbishment Project and Appropriation of Additional Project Funding
District: 1
Rec
ommended Actions
Adopt a resolution adopting the plans, specifications and contract documents, authorizing the City Clerk to advertise for construction bids and appropriating additional funds for the Harding Community Center Heating Ventilation and Air Conditioning Refurbishment Project.
Executive Summary
The Harding Community Center Refurbishment Project was initially developed to refurbish specific aging elements of the facility and to implement various security enhancements. The project’s scope was expanded in 2024 to include replacement of the Heritage Hall auditorium’s heating system and installation of a new air conditioning system.
Staff have completed the design work necessary to get the final phase of the project, the Harding Community Center Heating Ventilation and Air Conditioning Refurbishment Project, ready for bidding, including obtaining an approved building permit that is ready to be issued. The system being proposed is more energy efficient and will reduce this city facility’s greenhouse gas emissions.
Carlsbad Municipal Code Section 3.28.080(E) requires City Council adoption of plans, specifications and contract documents for projects when the expected value of work is more than $220,000. The total estimated construction cost for the project is $630,644, including contingency, construction management and inspection services, so this project requires City Council approval.
Staff recommend that the City Council adopt the plans, specifications and contract documents, authorize the City Clerk to advertise the project for construction bids and appropriate additional funds in an amount not to exceed $212,000.
July 22, 2025
Item #3 Page 1 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B Explanation & Analysis
The Harding Community Center, at 3096 Harding St., as shown in Exhibit 2, consists of four distinct buildings: the Recreation Hall, “D” Building, Administration Building and the Heritage Hall auditorium.
The 4,872-square-foot Heritage Hall was built in the 1940s. With a seating capacity of 250, the auditorium is one of the most popular meeting space rental facilities owned by the city.
Staff assessed the auditorium’s condition in 2023 and determined the existing forced-air gas heaters, believed to be more than 60 years old, were beyond the end of their useful life and should be replaced.
Community members and city staff have also reported concerns in recent years about the lack of air conditioning inside the auditorium. Staff recommend replacing the existing gas heaters with a new energy-efficient combination heat pump heating ventilation and air conditioning (HVAC) system.
The new system will include:
• Four new outdoor condensing split units with heat pumps for heating and cooling, which are more compact and energy-efficient than traditional condensing units • Four new indoor air blower units to distribute air throughout the auditorium • New and more efficient components for temperature settings • Insulated ductwork that will replace the existing system ductwork Replacing the old gas-fueled heaters with electric heat pumps will reduce greenhouse gas emissions at the facility, in keeping with the city’s Climate Action Plan. (The plan’s Measure E-1 calls for increased use of renewable electricity at municipal facilities.) Fiscal Analysis
This project, Capital Improvement Program Project No. 4708, is funded from the Infrastructure Replacement Fund, and an additional appropriation in an amount not to exceed $212,000 from the Infrastructure Replacement Fund is needed to complete it. Sufficient funds are available in the Infrastructure Replacement Fund to cover this expense.
Harding Center Refurbishment Project
Capital Improvement Program Project No. 4708
Total appropriation to date $605,000
Total expenditures and encumbrances to date -$185,613
Total available funding $419,387
Construction contract (engineer’s estimate) -$546,044
Construction contingency (estimated) -$54,600
Construction management and inspection services (estimated) -$30,000 Total estimated construction costs -$630,644
Remaining balance -$211,257
Additional appropriation needed (rounded) $212,000
July 22, 2025
Item #3 Page 2 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B
Next Steps
With the City Council’s adoption of the resolution, the City Clerk will advertise the project for construction bidding. Staff anticipate returning to the City Council in fall 2025 to request the award of a construction contract.
Once the new equipment is delivered, construction is expected to take approximately two months.
Environmental E valuation
The proposed action for construction to replace the existing gas heaters with a new energy- efficient combination heat pump HVAC system is categorically exempt from environmental review under the California Environmental Quality Act (CEQA) Guidelines Section 15301 because it involves the maintenance, repair or minor alteration of existing facilities with negligible or no expansion of the existing or former use. No exceptions to the categorical exemption as set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section 19.04.070(C) apply.
Exhibits
1. City Council resolution
2. Location map
3. Plans, specifications and contract documents ( on file in the Office of the City Clerk) July 22, 2025
Item #3 Page 3 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B Exhibit 1
RESOLUTION NO. 2025-173 .
A RE
SOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, ADOPTING THE PLANS, SPECIFICATIONS AND CONTRACT
DOCUMENTS, AUTHORIZING THE CITY CLERK TO ADVERTISE FOR
CONSTRUCTION BIDS AND APPROPRIATING ADDITIONAL FUNDS FOR THE
HARDING COMMUNITY CENTER HEATING VENT ILATION AND AIR
CONDITIONING REFURBISHMENT PROJECT
WHE
REAS, the City Council of the City of Carlsbad, California has determined it necessary, desirable and in the public interest to construct the Harding Community Center Heating Ventilation and Air Conditioning, or HVAC, Refurbishment Project, or Project; and WHEREAS, this Project will replace the existing gas heaters with a new energy -efficient combination heat pump HVAC system at the Harding Community Center Auditorium; and WHEREAS, this Project is the final phase of the Harding Center Refurbishment P roject, Capital Improvement Program Project No. 4708; and
WHEREAS, the plans, specifications and contract documents for the Project have been prepared, are on file at the City Clerk’s office and are incorporated herein by reference; and WHEREAS, staff reviewed the building plans, specifications and cost estimates developed by a consultant and determined that the proposed design meets the city’s engineering codes, standards and policies and that the proposed construction work would ameliorate conditions associated with aging heating systems and the lack of air conditioning; and
WHEREAS, Carlsbad Municipal Code Section 3.28.080(E) requires the City Council to approve plans, specifications and contract documents for all construction projects that are to be formally bid upon when the value exceeds $220,000; and
WHEREAS, t he total cost of the Project is estimated to be $ 630,644 including construction contingency, construction management and inspection; and WHEREAS, staff request an additional appropriation of $21 2,000 from the Infrastructure Replacement Fund to fund construction of the Project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:
1. That the above recitations are true and correct.
July 22, 2025
Item #3 Page 4 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B
2. Th at the City Council has determined that the proposed action for construction to replace the existing gas heaters with a new energy -efficient combination heat pump HVAC system is categorically exempt from environmental review under the California Environmental Quality Act, or CEQA , Guidelines Section 15301 because it involves the maintenance, repair or minor alteration of existing facilities with negligible or no expansion of the existing or former use. No exceptions to the categorical exemption as set forth in CEQA Guidelines Section 15300.2 or Carlsbad Municipal Code Section
19.04.070(C) apply.
3. That the plans, specifications and contract documents for the Harding Community Center HVAC Refurbishment Project are hereby approved and the City Clerk is authorized to advertise for bids.
4. That the City Manager or designee is authorized to appropriate $21 2,000 from the Infrastructure Replacement Fund to fund construction of the Project.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City o
f Carlsbad on the 22nd day of July, 2025, by the following vote, to wit:
AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.
NAYS: None.
ABSTAIN: None.
ABSENT: None.
____________________
__________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
July 22, 2025
Item #3 Page 5 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B
OAK AV
I-5
HARDING ST
PINE AV
JEFFERSON ST ALLEY
JEFFERSON ST
HOPE AV ALLEY
CARLSBAD VILLAGE DR
PLOTTED BY: Andy Chang PLOT DATE: 6/13/2025 PATH: J:\AC_Customers\Si_Phan\4078_HardingCtr_Refurbishment\4078_HardingCtr_Refurbishment.mxd
PROJECT NAME EXHIBITPROJECT
NUMBER
4708 2
HARDING COMMUNITY CENTER
REFURBISHMENT HEATING VENTILATION
AND AIR CONDITIONING PROJECT
LOCATION MAP
CARLSBAD
VISTA
SAN MARCOS
ENCINITAS
OCEANSIDE
SITE
VACINITY MAP
3096 HARDING ST
Exhibit 2
July 22, 2025
Item #3 Page 6 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B Exhibit 3
Pl
ans, specifications and contract documents
(on file in the Office of the City Clerk)
July 22, 2025
Item #3 Page 7 of 7
Docusign Envelope ID: 914F708F-608E-4D5C-916D-6006BEE20D2B
SCOPE OF WORK
APPLICABLE CODES
PROJECT DATA
PROJECT DIRECTORY
OWNER:
ARCHITECT OF RECORD: IDS Group
Irvine, California 92606
John Silber
[email protected]
949.387.8500
John Silber - Principal Architect
Tel:
Email:
Contact:
MECHANICAL ENGINEER:
ELECTRICAL ENGINEER:
Tel:
Email:
Contact:
IDS Group
1 Peters Canyon Road, Suite 130
Irvine, California 92606
949.387.8500
PLUMBING:
Tel:
Email:
Contact:
IDS Group
1 Peters Canyon Road, Suite 130
Irvine, California 92606
Darren Smith
[email protected]
949.387.8500
Darren Smith
Darren Smith
[email protected]
Darren Smith
1 Peters Canyon Road, Suite 130
STRUCTURAL ENGINEER: IDS Group
REPLACE THE EXISTING SUPPLY AIR UNIT WITH NEW SPLIT SYSTEM HEAT PUMP FAN COIL UNIT COMPLETE WITH MATCHING CONDENSING UNIT, 100% OUTSIDE
AIR ECONOMIZER AND BAROMETRIC RELIEF AND NEW LOCAL PROGRAMMABLE CONTROL.
· 2022 CALIFORNIA REFERENCED STANDARDS CODE, PART 1, TITLE 24 C.C.R. · 2022 CALIFORNIA BUILDING CODE (CBC), PART 2, TITLE 24 C.C.R. · 2022 CALIFORNIA ELECTRICAL CODE (CEC), PART 3.
· TITLE 24 C.C.R. (2022 NEC)
· 2022 CALIFORNIA FIRE CODE, PART 9, TITLE 24 C.C.R.
· 2022 TITLE 19 C.C.R. PUBLIC SAFETY, STATE FIRE MARSHAL REGULATIONS. · 2022 CALIFORNIA GREEN STANDARD CODE.
· 2022 CALIFORNIA MECHANICAL CODE (CMC)
· 2022 CALIFORNIA PLUMBING CODE (CPC)
· 2010 AMERICANS WITH DISABILITIES ACT.
PROJECT LOCATION: 3096 HARDING ST.
CARLSBAD, CA 92008
ZONE: GC (GOVERNMENT CENTER)
CONSTRUCTION TYPE: V, NON RATED
OCCUPANCY CLASSIFICATION: A3 & B
NUMBER OF STORIES: 2 STORIES
SPRINKLERED: YES
IDS Group
1 Peters Canyon Road, Suite 130
Irvine, California 92606
Tel: 949.387.8500
Email:
Contact:
[email protected]
Steven Collins
Steven Collins
City of Carlsbad Public Works
Contracts Administration
1635 FARADAY AVE.
CARLSBAD, CA 92008
Contact: John Maashoff, PROJECT MANAGER
Tel: XX
Email: [email protected]
CITY OF CARLSBAD
HARDING CENTER REFURBISHMENT - HERITAGE HALL HVAC.
3096 HARDING ST. CARLSBAD, CA 92008
FACILITY MAP
VICINITY MAP SHEET INDEX
COVER SHEETG-001
PROJECT
LOCATION
M-001 NOTES LEGEND AND ABBREVIATIONS
M-002 SCHEDULES
M-101 DEMOLITION FLOOR PLAN
M-201 PROPOSED FLOOR PLAN
M-202 SECTION
M-301 ELEVATION VIEW AND CONTROLS
M-501 DETAILS
M-701 TITLE 24
ARCHITECTURAL
ELECTRICAL
MECHANICAL
E-001 GENERAL NOTE, SYMBOLS AND ABBREVIATIONS
E-002 SINGLE LINE DIAGRAM & PANEL SCHEDULES
E-100 FLOOR PLANS ELECTRICAL
N
N
STRUCTURAL
S-001 GENERAL NOTE
S-002 GENERAL NOTE
S-003 GENERAL NOTE
S-201 ROOF PLAN
S-501 SECTION AND DETAILS
S-502 SECTION AND DETAILS
S-503 SECTION AND DETAILS
DEFERRED SUBMITTAL:
FIRE SPRINKLER - RELOCATION OF EXISTING PIPING AND SPRINKLER HEADS TO ACCOMMODATE NEW FAN COIL UNITS.
Tel:
Email:
Contact:
1 Peters Canyon Road, Suite 130
Irvine, California 92606
949.387.8500
Rami Elhassan
[email protected]
Rami Elhassan
SHEET NAMEDRAWING
No.
SHEET
No.
02 03
04 05
06 07
08 09
10 11
12 13
14 15
16 17
18 01
19 HARDING CENTER REFURB. HERITAGE HALL HVAC
DRAFT IMPROVEMENT PLANS - CITY OF CARLSBAD - HARDING CENTER REFURBISMENT HERITAGE HALL HVAC 30% CD04/02/24 --
3096 HARDING STREET, CARLSBAD, CA 92008
90% CD05/10/24 --
1 PETERS CANYON ROAD, SUITE 130
IRVINE, CA. 92606
TEL: 949-387-8500, FAX: 949-387-0800
IDS
IDS GROUP
Project # 22X006.03
PLAN CHECK SUBMITTAL10/11/24 --
18 L
ICENSED ARCHITECT
JOHN
JOSEPH SILBER
STATE
OF CA L I FORN
IA
No. C15573
EXP. 07-31-25
JS
DV
-
COVER SHEET
G-001
01 19