Title
Approval of Task Order No. 27 under Services Agreement No. AGR22-18a with All-Rite Construction Inc. in the Amount of $383,535.95 plus Applicable Gross Receipt Tax for Golf Cart Electrification Infrastructure, Establish a Project Budget in the Amount of $500,000.00, and Approval of Related Budget Revision 2025-41
Recommended Motion
I move that Council approve Task Order No. 27 under Services Agreement No. AGR22-18a with All-Rite Construction Inc. in the Amount of $383,535.95 plus Applicable Gross Receipt Tax for Golf Cart Electrification Infrastructure and establish a project budget in the amount of $500,000.00.
I further move that Council approve Budget Revision 2025-41 as summarized on Attachment C and that the attachment be made a part of the minutes of this meeting.
Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
In preparation for the coming expiration of the golf cart lease in March 2025, the County Council approved funding for fiscal year 2025 to convert gas-powered golf cart fleet to all-electric. The conversion of the golf cart fleet to all electric contributes to Environmental Stewardship efforts already put forth by the County and to achieving carbon neutrality by 2050 as delineated in the 2024 Los Alamos County Climate Action Plan. As a first step, the County entered into an agreement with Yamaha (the current golf cart leaser) to remove the existing fleet and replace with an all-electric equivalent which is expected to arrive at the Golf Course Spring/Summer 2025.
Given the added load that the golf cart chargers will impose on the electric system of the Golf Course Clubhouse, Public Works utilized a professional services on-call agreement to develop the design for the upgrades to the electric and HVAC systems of the clubhouse garage to accommodate 60 electric golf carts and their respective charging stations. These upgrades include:
1. Adapt the building’s main distribution panel (MDP) to supply power to 60 charging stations.
2. Upgrade the existing garages’ HVAC and control system to exhaust any fumes or gas build up which may occur during the charging phase.
3. Provide a safety trip switch to permit overall system disconnection from the power source in case of an emergency.
With engineer stamped drawings complete, staff requested cost proposals from All-Rite Inc under a County construction services on-call agreement to perform the required electric and HVAC upgrades. After review, staff found that All-Rite Inc’s proposal is in accordance with agreement AGR22-18a and provides the materials, labor, and management required to satisfactorily deliver the project. Therefore, staff prepared Task Order No. 27 (Attachment A) and proposed project budget (Attachment B).
All-Rite Inc has provided excellent and timely service to the County on numerous construction projects. Two instances of their services include the electric upgrades at Ashley Pond for food trucks pads and the demolition of the Hilltop House Hotel.
Upon Council’s approval, a Task Order with a project completion date of June 15, 2025 will be processed.
Alternatives
Council could choose to postpone or not approve the Task Order. However, any delay or cancellation of the project would require the County extend the current lease of gas-powered golf carts for continued rental to golf course patrons.
Fiscal and Staff Impact/Planned Item
The County programmed $350,000.00 in FY25 for the project. See Project Budget Spreadsheet (Attachment B). A Budget Revision (Attachment C) in the amount of $150,000 is required to fully fund construction and includes a contingency for any unforeseen conditions. These additional funds are available from an unexpended balance or project savings from the Golf Course Improvement Project.
This is a programmed Capital Improvement Project that will be managed by the Capital Projects and Facilities Division. No significant impact on staff is expected.
Attachments
A - Task Order No. 27 - AGR 22-18a
B - Project Budget Spreadsheet
C - Budget Revision Form 2025-41