TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:December 2, 2025
SUBJECT: Early Acquisition of Replacement Chiller Equipment for Los Robles Greens Golf Course
RECOMMENDATION:
1. Approve “piggyback” purchase of one new 80 Ton Air Cooled Carrier Chiller from supplier ACCO Engineered Systems (Newbury Park, CA) through the Master Services Agreement with Education Service Center, Region 10 [Region 10 ESC, Richardson, TX through the Equalis Group (Contract #R10-1132A)] in an amount not to exceed $120,000.
2. Approve expense in the amount of $120,000 from A/C #671-3560-682-8205 (CI 5662 Mechanical System Upgrades at Los Robles Greens Golf Course).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: Yes
FINANCIAL IMPACT:
No Additional Funding Requested. $120,000 is available in FY 2025-26 Golf Course Fund budget including $59,786 in carryover budget for CI 5662.
BACKGROUND:
The Los Robles Greens Golf Course (LRGGC) property is owned by the City and operated under contractual agreement with Arcis Golf. As part of this agreement all capital equipment replacements are covered under the responsibilities associated with the City. LRGGC has an existing 80-ton chiller that serves the Clubhouse building. This chiller provides cooling for daily operations of various sections of the Clubhouse indoor space which are available for rent on special occasions and also contain areas open to the general public including: ballroom, restaurant/bar, office and event spaces, restrooms and a conference room.
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Mechanical equipment of this type is expected to remain in service between 20 and 30 years. This unit has been in operation for approximately 24 years. A series of recent repairs have confirmed that the equipment is reaching the end of its useful life. A mechanical failure of this chiller unit would have a negative financial impact on operations associated with the Clubhouse building.
The Facilities Division is currently in the final design stages on a future project that will be bid during the 2026 calendar year to replace aged mechanical equipment and upgrade cooling and heating systems along with upgrades to Heating Ventilation Air Conditioning (HVAC) programmable controls at the golf course. The mechanical engineering design consultants hired for the future project have provided the design specifications required to select and order the replacement chiller and ensure its compatibility with future improvements. The equipment manufacturer, Carrier, offers optional equipment features that will support the site installation but do not affect the manufacturing or delivery schedule of the chiller itself. The optional equipment features will be determined at the time of installation and are centered around existing conditions and will be finalized after the existing unit has been removed. Since the construction dates for this future project are undetermined, it is recommended that the acquisition of this chiller equipment be prioritized to allow for a readily available and timely installation. Delivery of this equipment is estimated at 14 to 16 weeks upon receipt of order.
Early acquisition of the chiller equipment will ensure that cooling systems can be replaced/restored within short notice should a chiller equipment failure occur prior to the future construction project commencing since the LRGGC site utilizes the Clubhouse building year-round.
DISCUSSION/ANALYSIS:
Pursuant to Thousand Oaks Municipal Code (TOMC) Section 3-10.203(b), the City may “piggyback” onto or join an existing written purchase contract obtained through a competitive bidding process prepared and awarded by another local, state, or federal government agency. The City has an established history working with ACCO Engineered Systems (ACCO) as a trusted vendor and contractor.
ACCO holds a Master Services Agreement with the Region 10 ESC through the Equalis Group that allows public agencies to utilize the contract through cooperative purchasing. In January 2022, Region 10 ESC issued a Request for Proposals for HVAC Installers & Energy Management Services and awarded an agreement to ACCO for an initial three-year term and the contract was extended for an additional two years. This agreement, effective May 1, 2022, through April 30, 2027, establishes terms for purchasing goods and services with a commitment to providing the lowest cost available, as outlined in the attached Master Services Agreement (Attachment #1). Under these terms, the City of Thousand Oaks qualifies as a Participating Agency for the procurement of HVAC equipment.
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ACCO submitted competitive pricing consistent with the terms of the Master Services Agreement in its pricing proposal to the City. The proposal includes a no- cost, 90-day duration for site storage of the chiller once it is received at the ACCO facility located in Newbury Park, CA. The storage term provides the City with flexibility to coordinate the delivery of owner-supplied equipment to the installation contractor that will be selected in a future formal bidding process. It also positions the City to execute a timely replacement should the existing chiller fail before the installation contract is awarded.
Pricing Breakdown
Chiller Unit Cost $101,490
Transport $ 2,608
90-Day Storage $ 0
Taxes $ 7,865
Subtotal: $111,963
Optional Equip. Features (Lump Sum) $ 8,037
Grand Total: $120,000
CIP PROJECT PRIORITY (as outlined in FY 2025-26 CIP Program Budget) Priority Two -- Necessary, but not essential, and there could be consequences if deferred.
LEVINE ACT (California Government Code § 84308):
This item is subject to the Levine Act. City Councilmembers who have received a campaign contribution of more than $500 (aggregated) within the preceding 12 months from a party or their agent/representative, or a financially-interested participant involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; or if applicable (2) return the portion of the contribution that exceeds $500 within 30 days from the time the official knew or should have known about the contribution, and participate in the proceeding.
All parties and their agents/representatives must disclose on the record of this proceeding any aggregated contribution of more than $500 made to any Councilmember within the preceding 12 months. Councilmembers are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially-interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially- interested participant is prohibited from contributing more than $500 (aggregated) to a Councilmember during a proceeding and for 12 months following the date a Replacement Chiller Equipment for LRGGC
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final decision is made. The signed Levine Act form is included in Attachment #1.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Joshua Koenig-Brown, Facilities Manager
Attachment:
Attachment #1 – Master Services Agreement, Equalis Group Contract #R10-1132A
FIN:201-40\jkb\H:COMMON\Council\2025\Facilities\12022025 LRGGC Replacement Chiller.docx