Item No. 3.
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:OFFICE OF THE CITY MANAGER
BY:MATTHEW BAUMGARDNER, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER DATE:APRIL 14, 2026
SUBJECT:ACCEPTANCE OF WORK FOR REPLACEMENT OF THE HEATING, VENTILATION, AND
AIR CONDITIONING (HVAC) SYSTEM AT DOWNEY POLICE DEPARTMENT
EXECUTIVE SUMMARY
The City Council will consider accepting the work for the replacement of the HVAC system at the Downey Police Department CIP No. 25-11; approving FM Thomas Air Conditioning, Inc.’s final construction contract amount of $1,994,514; and authorizing the Public Works Director/City Engineer to file a Notice of Completion with the Los Angeles County Recorder ’s office. The Replacement of the HVAC at the Downey Police Department has been completed in accordance with the approved plans and specifications, and staff recommends that the City Council accept the project as complete.
RECOMMENDATION
That the City Council:
1. Accept the work for the Replacement of the HVAC System at the Downey Police Department, CIP No. 25-11;
2. Approve the final construction contract amount of $1,994,514; and,
3. Authorize the Director of Public Works/City Engineer to file a Notice of Completion indicating the work is complete and has been accepted by the City.
BACKGROUND
On February 24, 2025, the City Council awarded a construction contract in the amount of $1,769,205 to FM Thomas Air Conditioning, Inc. Subsequently, on August 12, 2025, the City Council approved a transfer of $120,000 to the project due to the discovery of structural issues on the roof top units. On October 28, 2024, work commenced and all construction work was completed on January 26, 2026.
ANALYSIS
The project included:
removal and replacement of four rooftop units, two cooling units, one four-ton split system, and one condensing gas boiler;
replacement of twenty hot water coils;
installation of economizers for six units;
integration of economizers into the demand control ventilation system; and
replacement of existing pneumatic controls with a new direct digital control Carrier i-Vu building automation system.
In preparation for the installation of these units, structural issues were discovered on the roof top units. It was determined that the existing curbs and pads that support the weight of the roof top units needed to be replaced.
Replacing the curbs and pads required additional structural upgrades, removal and replacement of sections of the ketone ethylene ester roof material in addition to the need for specialty trades (roofing and structural framing contractors), additional crane use, and temporary cooling units during replacement of the roof top units.
The replacement of the HVAC System at the Downey Police Department project has been completed in accordance with the approved plans and specifications. Staff recommends that the City Council accept the project as complete and authorize the Director of Public Works/City Engineer to file the Notice of Completion with the Los Angeles County Recorder ’s Office.
CITY COUNCIL PRIORITIES
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
The final cost of the construction contract, including the original contract amount, and one change order, is $1,994,514. The total project cost is broken down as follows:
Item Amount
Construction Contract $1,769,205
Change Orders $225,309
Total Final Project
Cost:
$1,994,514
The total project cost of $1,994,514 will be funded from Measure S Capital Expense (Fund 33) account 33-1-6931- 0520 ($1,900,000) and Capital Project Fund (Fund 40) account 40-1-6931-0520 ($94,514 for structural issues), with appropriations spanning Fiscal Year 2024-2025 through Fiscal Year 2025-2026.