Board approves HVAC contract for recreation center; low bid and 10% contingency authorized

A resolution authorizing the city administrator to enter into an agreement with DeLong Plumbing for HVAC services at the City of Willard Recreation Center passed at the meeting. Staff recommended awarding the work to the low bidder for $36,921, with an additional 10% contingency to cover unforeseen conditions; staff said if costs exceed that amount a change order would return to the board for consideration.

During discussion, board members noted that other bids were substantially higher — staff reported the second‑lowest bid was about $48,000 and others ranged from about $51,000 to $69,000 — and asked whether the bids were for “like for like” replacement. Staff said bidders had proposed like‑for‑like replacements (a 12.5‑ton unit outside and new heat pump inside) and that the low bid had been substantially less than the others.

Board members also raised warranty concerns. Staff noted the vendor offered a one‑year warranty in addition to manufacturer coverage and that manufacturer warranty terms can vary; board members said they had experienced issues with expired warranties on stored units in prior procurements.

The resolution passed by recorded vote. Staff will execute the contract and manage any change orders that exceed the authorized contingency.