Title
Discussion and Possible Approval of Task Order No. 33 under Services Agreement No. AGR 22-18a with All Rite Construction in the Amount of $3,673,522.86 plus Applicable Gross Receipts Tax for the Betty Ehart Senior Center HVAC Replacement Project and Establish a Project Budget in the Amount of $5,000,000
Recommended Action
I move that Council approve Task Order No. 33 under Services Agreement No. AGR 22-18a with All Rite Construction in the amount of $3,673,522.86 plus applicable Gross Receipts Tax for the Betty Ehart Senior Center HVAC Replacement Project and Establish a Project Budget in the Amount of $5,000,000.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The Betty Ehart Senior Center (BESC) is a County owned facility operated by the Los Alamos Retired and Senior Organization (LARSO). At this facility LARSO offers Nutritional Services, Health & Wellness programs, Adult Day Out Program, Social & Creative Arts, Case Management, and Transportation to its members (adults aged 55 and older).
After 28 years of service, the BESC requires renovations and upgrades to improve comfort, energy efficiency, accessibility, and functional environment for LARSO members and staff. These needs have been identified by Staff, LARSO, and highlighted by the Facility Condition Assessment conducted by the County in 2022. The scope of these renovations and upgrades includes the replacement of the Heating Ventilation and Air Conditioning system (HVAC), replacement of windows and doors to improve climate control and energy efficiency, various ADA upgrades, and updating building finishes.
Due to the complexities of scheduling the project, the associated lead times with the manufacture and delivery of HVAC mechanical equipment and accommodating senior services during construction, the design effort was split into two phases. The first design phase includes replacement of the HVAC system, associated electrical upgrades and lighting and ceiling finishes that align with HVAC system replacement. The second design effort includes general renovations, namely, window replacement, ADA upgrades, and interior finishes. Construction Documents for the HVAC replacement was completed in May 2026, and the completion of the Construction Documents for the general renovations is anticipated to be completed at the end of July 2026.
Therefore, the County obtained a cost proposal from All-Rite Construction Inc., an on-call construction contractor, for the replacement of the current HVAC system that uses a boiler natural gas system for heating and an evaporative system for cooling, with an all-electric Variable Refrigerant Flow (VRF) System that provides both heating and cooling. Also included are electrical service upgrades and renovation of lighting and ceiling finishes. Staff determined that the proposal presented by All-Rite Construction Inc. provides all equipment, materials, and labor necessary to complete the project. In addition, All-Rite Construction Inc. has completed several projects for the County in a timely manner. Task Order No. 33 with All-Rite Construction Inc. was prepared and is included as Attachment A.
Overall Schedule for BESC Renovations
The overall project delivery, for both the HVAC replacement and general renovations, will proceed as follows. Upon approval of Task Order No. 33, the contractor will initiate pre-construction activities. These activities include obtaining construction permits, ordering long lead items such as HVAC equipment, and conducting on-site preparations. All-Rite Construction Inc. will mobilize in late August 2026 to begin the HVAC replacement work. Given that the work will be spread out through the entire facility, the County will assist LARSO to relocate and store furniture. While this project is in progress, staff is working with the architect, Huitt Zollars Inc., to finalize the Construction Drawings and then obtain a cost proposal for the general renovations from All-Rite Construction by the end of July 2026. At that time, staff will prepare a revision to Task Order No. 33 to include the general renovations in the scope of work. Staff anticipates presenting this Task Order Revision to County Council on August 25, 2026, and initiate the general renovations work thereafter to ensure seamless prosecution and progress of the work. The anticipated overall project duration is 9 months for a project completion of all renovations by May 30, 2027. This approach permits the completion of all renovations in a single and continuous phase.
Continuation of LARSO’s Programs and Services During Construction
Public Works in coordination with LARSO, Community Services Department, and the County Manager’s Office have identified Fuller Lodge as an alternative location for the continuation of LARSO programs and services during this project. Fuller Lodge is near the BESC, has a kitchen, offers ease to drop-off and pick-up of members, has access to tables and chairs, and provides accessible amenities and spaces. Starting on Monday August 3 and continuing through the end of May 2027, the Congregate Meals, Day Out program, and Transportation Office’s operations will be provided at the Dining Hall, Curtis Room, and Throne Room, respectively. Meals will be cooked at the White Rock Senior Center kitchen and brought to Fuller Lodge kitchen for serving. This service model has already been used by LARSO during previous renovations to the BESC kitchen and to the White Rock Senior Center. LARSO’s Transportation Services will continue serving the Day Out members as usual. That is, members will be picked up at their homes and driven to Fuller Lodge as needed. At the end of the day, Day Out members will be picked up at Fuller Lodge and driven to their homes. Public Works staff will also temporarily designate additional accessible parking spaces at the Fuller Lodge parking lot to accommodate LARSO members driving to the daily Meals.
LARSO has partnered with other entities in Los Alamos to continue access to exercise and other recreation activities for its members, as well as their Assessment services. Details about the locations and schedules for these activities will be available on LARSO’s website and communicated to members in the LARSO monthly newsletter.
LARSO’s members are looking forward to the HVAC replacement and renovations and have been very understanding in relation to the temporary changes that this project is bringing to their daily activities.
Alternatives
Council could choose not to approve this Task Order and postpone or cancel the project. Postponing or cancelling the project will result in a delay in the renovations at the BESC and likely escalation in construction costs observed in recent years.
Fiscal and Staff Impact/Planned Item
Funds in the amount of $190,000 and $2,800,000 for the Betty Ehart Senior Center HVAC Replacement were programmed in the Major Facilities Maintenance Fund in FY25 and FY26, respectively.
Funds for design and construction of renovations were also programmed in the Capital Improvements Project (CIP) Fund in the amount of $4,000,000 in FY2026 and subsequently revised to $5,000,000 to include a $1,000,000 grant the County received from the New Mexico Aging and Long-Term Services Department for renovations. This task order will utilize $2,010,000 of CIP funds to fully fund this task order with the remaining funds utilized for a subsequent task order revision as detailed above.
The project budget including construction, design, and other project expenses is detailed in Attachment B. No other staff or budget impacts are anticipated.
Attachments
A - Task Order No. 33 AGR22-18a
B - Project Budget Spreadsheet
C - Presentation