Change Order for HVAC Automation Management
System Support Services
June 3, 2025
DATE: June 3, 2025
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carlos Aguilar, General Services Superintendent
SUBJECT: CHANGE ORDER TO THE PURCHASE ORDER WITH MESA ENERGY SYSTEMS, INC. DBA EMCOR SERVICES MESA ENERGY FOR THE
SUPPLY OF TECHNOLOGY, PARTS, ONLINE COMMUNICATIONS, AND SUPPORT FOR THE CITY’S HVAC AUTOMATION MANAGEMENT
SYSTEM IN THE AMOUNT OF $22,000
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The Public Works Services Department (“PWSD”) is responsible for the maintenance and repair of all City facilities, which includes the Heating, Ventilation, and Air Conditioning (“HVAC”) units. Every fiscal year, the PWSD opens a purchase order with Mesa Energy Systems, Inc. dba Emcor Services Mesa Energy (“Emcor”) for the supply of technology, parts, online communications, and support for the City’s HVAC automation management system. Due to the increase of HVAC-related projects completed in Fiscal Year 2024-25, Emcor’s services have been requested more frequently. The total cost of work required for the year exceeds the Purchase Order amount by $22,000. Since the total cost of work by Emcor now exceeds $30,000, the Change Order requires City Council approval.
For these reasons, it is recommended that the City Council approve a Change Order to the Purchase Order with Mesa Energy Systems, Inc. dba Emcor Services Mesa Energy for the supply of technology, parts, online communications, and support for the City’s HVAC automation management system in the amount of $22,000.
BACKGROUND
The PWSD is responsible for the maintenance and repair of all City facilities, which includes the Heating, Ventilation, and Air Conditioning (“HVAC”) units. All HVAC related projects, including replacements and repairs, typically require programming and integration support into the existing HVAC automation management system. Emcor has been the City’s longstanding contractor for the supply of technology, parts, online
Change Order for HVAC Automation Management
System Support Services
June 3, 2025
communications, and support for the City’s HVAC automation management system.
Emcor utilizes remote access capabilities for the City’s HVAC automation management system to monitor alarms, use data analytics for reporting, check for upgrades, and make temperature adjustments. Emcor also performs routine checks to identify any equipment that may be failing, handling repairs and adjustments on an as-needed basis across all City facilities. Proprietary Emcor hardware has been installed throughout City facilities to ensure seamless monitoring and maintenance of the City’s HVAC automation management system. As a result, a Sole Source Purchase Order is issued annually to Emcor Services Mesa Energy. In Fiscal Year 2024-25, a purchase order with Emcor was opened in the amount of $29,900.
DISCUSSION
Due to the large number of HVAC-related projects completed in Fiscal Year 2024-25, including the Library Cooling Tower Replacement, Police Department Cooling Tower Replacement, Police Department Chiller Replacement, Installation of HVAC Split Systems at the Police Department, Library Chiller Replacement, Community Center HVAC Unit Replacement, and Library HVAC Units Replacement, the annual Purchase Order of $29,900 with Emcor is insufficient to cover the required HVAC automation management support services. Emcor is responsible for programming the software and communication side of the HVAC system each time a new unit is installed, and they collaborate closely with the HVAC technicians who perform preventative maintenance and adjust temperature settings for all City HVAC units. The additional services provided by Emcor total $22,000 and the total cost for all work performed in Fiscal Year 2024-25 is $51,900, necessitating an increase to the Purchase Order. The requested Change Order includes all work necessary for the remainder of the Fiscal Year.
It is recommended that the City Council approve a Change Order to increase the Purchase Order with Mesa Energy Systems, Inc. dba Emcor Services Mesa Energy for the supply of technology, parts, online communications, and support for the City’s HVAC automation management system in the amount of $22,000.
ENVIRONMENTAL ANLYSIS
The proposed action does not constitute a project under Section 15061(b)(3) of the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment.
FISCAL IMPACT
Sufficient funds are available in the Fiscal Year 2024-25 Operating Budget to cover these costs.
Change Order for HVAC Automation Management
System Support Services
June 3, 2025
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Change Order to the Purchase Order with Mesa Energy Systems, Inc. dba Emcor Services Mesa Energy for the supply of technology, parts, online communications, and support for the City’s HVAC automation management system in the amount of $22,000.