AGENDA TITLE:
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Adopt a Resolution Authorizing Acting City Manager to Execute Amendment No. 5 to Professional Services Agreement with ICR Refrigeration, Inc., of Lodi, for On-Call Heating, Ventilation, and Air Conditioning Services ($100,000) (PW)
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MEETING DATE:
October 1, 2025
PREPARED BY:
Public Works Director

recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing the Acting City Manager to execute Amendment No. 5 to Professional Services Agreement with ICR Refrigeration, Inc., of Lodi, for on-call heating, ventilation, and air conditioning services, in the amount of $100,000.
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BACKGROUND INFORMATION:
The Public Works Facilities Division has a contract for maintenance and replacement of the heating, ventilation, and air conditioning (HVAC) systems citywide on an as-needed basis. The background of the current contract is described below.
On May 19, 2021, Council authorized the City Manager to execute the Professional Services Agreement with ICR Refrigeration, Inc. in the amount of $500,000. This was based on needing approximately $250,000 per year for citywide maintenance. The original agreement included a two-year term with options for three (3) one-year extensions.
On April 19, 2023, Council authorized Amendment No. 1, which extended the term through June 30, 2024 and increased funding by $250,000 for a total not-to-exceed contract amount of $750,000. This increased amount coincided with the extension for Fiscal Year 2023/24.
On December 26, 2023, the City Manager executed Amendment No. 2, which increased funding by $320,000, for a total not-to-exceed contract amount of $1,070,000. This amount was added primarily to cover the cost of replacing Police Department AC Unit #3 ($270,000) that after 20+ years of service, had reached its useful life. ICR was the lowest bidder for AC Unit #3’s replacement, so that work was added to this contract in order to expedite the unit’s replacement.
On July 30, 2024, the City Manager executed Amendment No. 3, which extended the contract through June 30, 2026. At that time, there was still a portion of the funding still available from Amendment No. 2, so additional funds were not added.
On February 5, 2025, Council authorized Amendment No. 4, which added $100,000 to the contract to allow for services through FY 2024/25.
There is approximately $25,000 remaining on the contract which is insufficient to address anticipated Citywide HVAC needs through the contract term. If approved, Amendment No. 5 will increase the contract by $100,000 for a total not-to-exceed amount of $1,270,000. The additional funding will be utilized for preventative maintenance and unforeseen HVAC repairs through June 30, 2026.
Staff recommends authorizing the Acting City Manager to execute Amendment No. 5 to Professional Services Agreement with ICR Refrigeration, Inc., of Lodi, for on-call heating, ventilation, and air conditioning services, in the amount of $100,000.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
The repair and replacement of the HVAC system is necessary to ensure the comfort and safety of City staff and the public. Additionally, the useful life of the HVAC system is extended by performing the necessary preventative maintenance activities.
FUNDING AVAILABLE:
This contract, including this additional amount, is funded through various operating accounts that were previously approved in the adopted Fiscal Year 2025/26 Budget.