Good afternoon, Hermosa View Staff,

I apologize for the length and technical nature of this update, but I wanted all staff to have access to all information related to the Hermosa View HVAC system. 

As a part of the Measure S bond, a new air conditioning system was installed at Hermosa View School to ensure a comfortable learning environment for students and staff. Unfortunately, the system installed, particularly in the 400, 500, and 600 buildings, has not run as designed and continues to shut down despite almost weekly servicing and maintenance over the last year. With the changing weather and fluctuating temperatures, the Hermosa Beach City School District is taking proactive steps to enhance climate control in its facilities. 

At the time of installation, several factors were considered in selecting the type of air conditioning system, including energy efficiency, compliance with Title 24 regulations, and cost-effectiveness. After evaluation at the time, the district opted for Variable Refrigerant Flow (VRF) systems, which were the most suitable choice given the school's footprint, structural requirements, and energy-saving potential. The decision also took into account avoiding reinforcement of building structures to accommodate rooftop units to ensure cost effectiveness of the project.

The installation process involved multiple contractors handling different aspects of the system, including mechanical installation, electrical components, and software integration. Due to the complexity of VRF systems and their reliance on electronic controls, ensuring seamless coordination among contractors has been a lengthy, intricate, and challenging process. We recognize how frustrating this has been for all staff and apologize for the lack of communication regarding the work. We write to you today to share that significant progress is being made through collaboration and accountability measures.

Current Progress & Next Steps

Coordination Efforts

• At the March Board meeting, the District entered into a contract with a third party, RHA/Resource Innovations, to commission a comprehensive study of the Hermosa View HVAC system and to make recommendations for corrections. 
• The District has engaged a team of professionals, including the mechanical contractor responsible for installation, the electrical contractor, software specialists, and external consultants, to ensure all components work together efficiently. 
• To streamline the process, all contractors were brought together at the same time, on site, on March 12, to troubleshoot and integrate their respective parts of the project in real-time to help avoid finger pointing and enforce accountability.

Software & Electronic System Verification

• A significant milestone was reached today with the successful verification of the Siemens software, which manages the electronic controls of the VRF system. Siemen’s software is working appropriately.
• The next critical step involves working with the manufacturer/distributor of the VRF HVAC units to verify that the electronic components are functioning correctly and meeting design specifications to ensure the HVAC system is communicating with the Siemen’s software.

Manufacturer Assessment & Repairs

• In January, the District had surge protectors installed where electricity enters the campus to protect from fluctuations in electrical currents that can impact systems.
• The manufacturer/distributor is scheduled to assess the electronic components of the VRF units on March 19.
• A detailed report, including necessary repairs or replacements and a cost estimate, should be provided to the district by March 26.

Procurement & Repair Timeline

• Once the district reviews the manufacturer's report, it will determine whether to approve the work or pursue competitive procurement to secure the best pricing.
• The approval process is expected to take approximately two weeks, with repair work anticipated to begin between April 16 and April 23.
• If replacement parts are required, procurement may take an additional four to six weeks, depending on availability and shipping timelines from suppliers across the U.S.

Interim Measures & Long-Term Optimization

While final adjustments are being made, the District’s maintenance team is working to identify temporary solutions to ensure a comfortable environment in school buildings.

Once the system is fully operational and integrated with its software and electronic components, the district will conduct a final round of adjustments to optimize performance. This final phase, aimed at refining the system for peak efficiency, is expected to take place approximately two weeks after full system functionality is achieved. Thermostats will be calibrated to ensure room readings are accurate, and may involve adjustments and changes in the ability to modulate individual classrooms. 

The district remains committed to ensuring that the air conditioning system operates at its highest efficiency and continues to provide a comfortable learning space for students and staff. Further updates will be provided as progress continues. We thank you for your patience and care of our students. 

Regards,

Dr. Susan Wildes

HBCSD Superintendent of Schools