Title
Approval of Task Order No. 1 under Services Agreement No. AGR 26-831 with Yearout Mechanical, LLC in the amount of $499,946.42 plus applicable Gross Receipts Tax for Golf Course Clubhouse HVAC System Replacement and Establish a Project Budget in the Amount of $650,000.
Recommended Motion
I move that Council approve Task Order No. 1 under Services Agreement No. AGR 26-831 with Yearout Mechanical, LLC in the amount of $499,946.42 plus applicable Gross Receipts Tax for Golf Course Clubhouse HVAC System Replacement and Establish a Project Budget in the Amount of $650,000.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The Los Alamos County Golf Course Clubhouse has experienced ongoing HVAC equipment malfunctions resulting in repeated repairs. Subsequently, the Capital Projects & Facilities team engaged a mechanical systems engineering professional to identify the root causes of these persistent issues.
Based on the findings, staff and the engineering professional recommend full replacement of the affected HVAC units. The existing equipment is now over 13 years old and nearing the end of its anticipated service life (15-20 years). Continued repairs would help in the short term but would be costly and not address the root cause of the issue. Given the system's age and degraded condition, repair is not a fiscally sound or sustainable option.
Competitive cost proposals were solicited from three qualified HVAC contractors. Yearout Mechanical, LLC submitted the lowest responsive and responsible proposal to provide an advanced, properly sized and efficient Variable Refrigerant Flow (VRF) heating and cooling system. Therefore, staff prepared Task Order No. 1 with the Yearout which includes their detailed proposal as provided in Attachment A.
County staff will also utilize the services of a commissioning agent to ensure that the new HVAC system meets functional and operational requirements. The commissioning agent duties also include the verification and review of system sizing and design, equipment installation, and system test and balance.
Approval of this Task Order relies on Council approval of Services Agreement No. AGR 26-831 with Yearout Mechanical, LLC., a separate but related item for Council consideration on October 7, 2025.
Alternatives
Council could choose not to approve the Task Order, postpone the project, or cancel it entirely. However, this could likely result in the loss of heating and cooling in approximately 75% of the space occupied. Additionally, the absence of heating during winter months creates a serious risk of water line freezing, pipe breakage, and significant property damage.
Fiscal and Staff Impact/Planned Item
The project is a programmed in the FY 2026 Major Facility Maintenance (MFM) Fund. The project budget includes a contingency to address any unforeseen issues. See Project Budget Spreadsheet (Attachment B). Any unused funds will remain in the MFM Fund. The project will be managed by Capital Projects and Facilities Division staff. No additional staffing or unbudgeted financial impacts are anticipated.
Attachments
A - Task Order No. 1 AGR26-831
B - Project Budget Spreadsheet