Title
Approval of Task Order No. 7, Revision 1 under Services Agreement No. AGR 22-21c with Huitt Zollars, Inc. in the Amount of $228,373 for a Total Revised Task Order Amount of $314,833 plus Applicable Gross Receipts Tax for Construction Documents and Construction Administration Services for Betty Ehart Senior Center Renovations
Recommended Motion
I move that Council approve Task Order No. 7, Revision 1 under services agreement no. AGR 22-21c with Huitt Zollars, Inc. in the amount of $228,373 for a total revised Task Order amount of $314,833 plus applicable Gross Receipts Tax for construction documents and construction administration services for Betty Ehart Senior Center renovations.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The Betty Ehart Senior Center (BESC) in Los Alamos is owned by Los Alamos County and operated by the Los Alamos Retired and Senior Organization (LARSO). LARSO offers Nutritional Services, Health & Wellness, Adult Day Out Program, Social & Creative Arts, Case Management, and Transportation to adults aged 55 and older.
The BESC has been in operation since 1998, and after 28 years of service, renovations and upgrades are required to improve energy efficiency, accessibility, and functional environment for its members and LARSO staff. The scope of these renovations and upgrades includes replacement of windows and doors to improve climate control and energy efficiency, various ADA upgrades, and updating building finishes. These needs were highlighted by the most recent Facility Condition Assessment conducted by the County in 2022.
On February 26, 2025, the County hired Huitt Zollars, Inc. through Task Order No.7 under Services Agreement AGR22-21c to produce schematic design and a preliminary construction cost estimate for these renovations. With this information at hand, the County allocated $4,000,000 in the FY 2026 Capital Improvement Program for this renovation project.
County staff requested a proposal from Huitt Zollars, Inc. to further the design, prepare construction documents, and provide construction administration for this project. After review of the proposal, staff prepared Revision 1 of Task Order No. 7 under Services Agreement AGR22-21c to perform this scope of work for $228,373.00 plus applicable NMGRT, see Attachment A. Including all services described above, the total Task Order value amounts to $314,833.00 plus tax.
Huitt Zollars, Inc. has provided excellent design services to the County in previous remodel projects such as DPU Standby Area Remodel, and Community Development Department Office Renovations.
Upon approval of Revision 1 of Task Order No. 7, County staff will issue a notice to proceed and the construction document phase is anticipated to be completed in 16 weeks.
The Public Works staff has been in continuous coordination with the Community Services Department - Social Services Division and LARSO staff through the planning of these renovations and improvements. A clear result of this coordination is the award of $1,000,000 from the New Mexico Aging and Long - Term Services Department to improve the Heating Venting and Air Conditioning (HVAC) system at the BESC. The scope of these improvements is to replace the existing obsolete evaporative cooling system with a more efficient, fully electric heat pump system. These HVAC improvements are a separate project but will dovetail with the aforementioned renovations and improvements required at the BESC.
The County will be utilizing one of its on-call construction contractors for this renovations project under Services Agreement AGR-22-18. The overall project phasing, including the HVAC improvements, will proceed as follows. The HVAC replacement project is scheduled to begin in June and general renovations will follow in July-August 2026, with a total 10-month closure. Addressing HVAC improvements first will provide the contractor with access to the ceiling spaces to conduct all the work needed to install the new HVAC and upgrade lighting to LED fixtures. With the upgrades to the HVAC and lighting in place, the contractor will then proceed with replacement of windows and doors, various ADA upgrades, and updating building finishes.
The project team has identified the project impacts on LARSO operations and other users. In conversations with the project team, LARSO has communicated capacity to serve their membership at White Rock Senior Center during construction which also includes the meals program, a similar model during previous renovations to the White Rock Senior Center. LARSO and County staff will also evaluate and provide information on the use of Atomic City Transit to help maintain meal program access for seniors and assess use of other County facilities for use with meal and social events. The Day Out area is served by a separate HVAC system and can remain in operation until the interior renovations take place. The project team will maintain continuous communication with LARSO to communicate temporary changes to their services during construction in a timely manner. The project will also coordinate with the Monday Night Ballroom Group and the County Clerk’s Office for alternative locations for dance activities and election days while construction is ongoing.
Alternatives
Council could choose not to approve the Task Order Revision and postpone or cancel the project. Postponing or cancelling the project will result in a delay in the renovations and the escalation of construction costs observed in recent years may also result.
Fiscal and Staff Impact/Planned Item
Funds for design and construction of renovations have been programmed in the Capital Improvements Project (CIP) Fund in the amount of $4,000,000 in FY2026. No other staff or budget impacts are anticipated on the project.
Attachments
A - Task Order No. 7 - AGR22-21c