CONSENT ITEM
E-14
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
VIA: SERGIO GONZALEZ, CITY MANAGER
FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/CITY
ENGINEER
DATE: AUGUST 17, 2026
SUBJECT: CONSIDERATION OF A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH MESA ENERGY SYSTEMS, INC. DBA
EMCOR SERVICES MESA ENERGY FOR MAINTENANCE AND REPAIR
SERVICES OF THE CITY’S HVAC SYSTEMS
BACKGROUND:
On November 6, 2023, the City Council awarded a three-year contract to Mesa Energy Systems, Inc., doing business as EMCOR Services Mesa Energy (EMCOR), for routine preventive maintenance of the City's HVAC systems. Over the past few years, EMCOR has provided responsive service and high-quality workmanship, resulting in a reduced number of service requests. The company has also replaced several systems throughout the City, contributing to a more comfortable and energy-efficient environment.
The current three-year agreement is set to expire on November 30, 2026. This contract includes an option to extend the agreement for two additional one-year terms. Staff would like to exercise the first of these one-year extensions, which would extend the HVAC maintenance contract to November 30, 2027. Additionally, staff will include the 890 Promenade facility in the scope of work for this maintenance contract.
RECOMMENDATIONS:
Staff recommends that the City Council take the following actions:
1) Approve a First Amendment with Mesa Energy Systems, Inc. dba EMCOR Services Mesa Energy to extend the agreement for an additional one-year extension and include 890 First Amendment to EMCOR HVAC Maintenance Professional Services Agreement August 17, 2026
Promenade into the scope of work for Citywide HVAC systems preventative maintenance in an amount not to exceed $116,208 annually;
2) Authorize an annual blanket purchase order in the amount of $50,000 for miscellaneous repair work; and
3) Authorize the City Manager to execute the Professional Services Agreement, in a form acceptable to the City Attorney, on behalf of the City.
ANALYSIS:
The City of Azusa has engaged EMCOR for the ongoing maintenance of its HVAC systems over the past few years. EMCOR has provided responsive service and high-quality workmanship, resulting in a reduced number of service requests. Additionally, EMCOR has replaced several systems throughout the City, creating a more comfortable and energy-efficient environment.
With the completion of the 890 Promenade building, the City needs to incorporate this facility into the existing maintenance agreement. The quote in Attachment 2 indicates a monthly fee of $550, which will lead to an annual increase of $6,600 in the agreement. Metro currently occupies the building and will reimburse the City for any maintenance costs related to 890 Promenade.
The First Amendment to the agreement with EMCOR will increase the current agreement to include 890 Promenade and extend the contract for an additional one-year term as per the agreement option. With the inclusion of this facility, the annual rate will rise from $109,608 to $116,208. Presently, the total contract amount for the three-year term is $328,824. With the additional one-year term, the total contract amount will increase to an amount not to exceed $445,032 for routine HVAC preventative maintenance.
Furthermore, a blanket purchase order for miscellaneous repair work will be established, amounting to $50,000 annually.
FISCAL IMPACT:
The annual cost for routine HVAC preventive maintenance under the amended agreement is $116,208. Of this amount, $54,804 is budgeted in the Facilities General Fund (Account No. 10- 55-666-000-6493), $54,804 is budgeted in the Light & Water Public Benefits Fund (Account No. 24-40-739-082-6625/MMUNIB-6625), and $6,600 associated with HVAC maintenance at 890 Promenade will be reimbursed by LA County Metro through a maintenance account (Account #50-35-645-000-2719).
The recommended action also authorizes up to $50,000 annually for miscellaneous HVAC repair services. Sufficient funding for these services is included in the FY 2026-27 adopted budget under (Account No. 10-55-666-000-6493).
The total annual expenditure authorized under the recommended actions is therefore up to $166,208, of which $6,600 is reimbursable by LA County Metro.
First Amendment to EMCOR HVAC Maintenance Professional Services Agreement August 17, 2026
Prepared by: Fiscal Reviewed by:
Natalie Reagan Robert Delgadillo, P.E.
Senior Management Analyst Director of Public Works/City Engineer
Reviewed and Approved by:
Sergio Gonzalez
City Manager
Attachments:
1) First Amendment to Mesa Energy Systems Agreement
2) 890 Promenade Quote
3) Professional Services Agreement with EMCOR
CITY OF AZUSA
FIRST AMENDMENT TO
AGREEMENT FOR PROFESSIONAL SERVICES
This First Amendment to the Agreement for Professional Services Contract No. 23-96 (the “Agreement”) is entered into on the ____ day of August, 2026, by and between the City of Azusa, a municipal corporation, (hereinafter referred to as the “City”) and Mesa Energy Systems, Inc. dba Emcor Mesa Services, a California Corporation, (hereinafter referred to as the “Contractor”).
City and Consultant collectively referred to herein as the “Parties.”
RECITALS
WHEREAS, the Parties entered into the Agreement dated November 6, 2023, whereby Contractor agreed to provide professional services to the City regarding HVAC Preventative Maintenance Services (“Services”). The term of this First Amendment shall have the same term as the Agreement unless terminated earlier in accordance with the provisions of the Agreement or unless earlier terminated as provided herein (the “First Amendment”).
AMENDMENT
NOW, THEREFORE, in consideration of the mutual covenants, consideration promises and agreements set forth herein, it is agreed the aforesaid Agreement shall remain in full force and effect except as otherwise hereinafter provided:
A. Section 3.1.1 titled “General Scope of Services” shall be amended to read in its entirety as follows:
Contractor promised and agrees to furnish to the City all labor, materials, tools, equipment, services and incidental and customary work necessary to fully and adequately supply the professional Janitorial Maintenance services necessary for the project (“Services”). The Services are more particularly described in Exhibit “A” attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, the Agreement and Amendments, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state, federal laws, rules and regulations.
B. Section 3.1.2 titled “Term” shall be amended to read in its entirety as follows:
The term of this Agreement shall be from December 1, 2026 to November 30, 2027, with one possible one-year extensions, unless earlier terminated as provided herein.
Contractor shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this agreement if necessary to complete the Services.
C. Section 3.3.1 titled “Compensation” shall be amended to read in its entirety as follows:
Contractor shall receive compensation, including authorized reimbursements, for all Services under this agreement at the rates set forth in Exhibit “C” attached hereto and incorporated herein by reference. The total compensation shall not exceed Four hundred forty-five thousand, thirty-two dollars ($445,032) without written approval of the City Council. Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
The person or persons executing this Agreement on behalf of Contractor represents and warrants that they have the authority to execute this Amendment on behalf of the Contractor and has the authority to bind Consultant to the performance of its obligations hereunder.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed with an as of the Effective Date of the date of last signature below (“Effective Date”.).
CITY OF AZUSA MESA ENERGY SYSTEMS INC. dba
EMCOR SERVICES MESA ENERGY
By: ________________________________ By: __________________________ Sergio Gonzalez, City Manager Name, Title
Date: _____________________________ Date: _________________________
ATTEST:
By: ________________________________
Jeffrey Cornejo, City Clerk
APPROVED AS TO FORM:
By: ________________________________
Rachel H. Richman, City Attorney
Proposal #26-093841 (Addendum A to Proposal# 22-19926Signed 08/2025) Date: 07/15/2026 Page 1 of 3 Mesa Energy Systems, Inc.
Addendum
Prepared for:
City of Azusa
Agreement:
By and between:
Addendum to Proposal# 22-19926
Service Address: City of Azusa- The Promenade
890 The Promenade
Azusa, Ca, 91702
Services:
Service Annual Services
✓ Preventive Maintenance Actions Quarterly
✓ Condenser Coil Cleaning Semi Annually
✓ Priority Service Year Round
✓ Preferred Customer Discount Year Round
Price:
Our services for the Promenade will be performed as outlined for an annual price of $6,600.00.
This amount will be billed at $550.00 Monthly.
All terms and conditions stated in proposal #22-19926 signed and dated on August 13, 2025 by City of Azusa, are applicable to this addendum.
City of Azusa Mesa Energy Systems Inc., (dba EMCOR Services 213 E Foothill Blvd and 2 Cromwell
Azusa, Ca, 91702 Irvine, CA 92618
626-812-5227 (949) 460-0460
Proposal #26-093841 (Addendum A to Proposal# 22-19926Signed 08/2025) Date: 07/15/2026 Page 2 of 3 Mesa Energy Systems, Inc.
Addendum
Equipment To Be Added to Service Agreement 10011000, Proposal# 22-19926:
Unit # Make Model Serial Size Type
RTU 1 ICP RGH090HECUATATA P181693984 7.5T Packaged
Unit
RTU 2 ICP PGD448090H001E1 C180225251 4T Packaged
Unit
RTU 3 ICP PGD436060H001E1 C180901140 3T Packaged
Unit
RTU 4 ICP PGD436060H001E1 C173000377 3T Packaged
Unit
RTU 5 ICP RGH073HECUATATA P181693693 6T Packaged
Unit
MS 1 Toshiba RAV-BP181AT2P-UL 1T Mini Split
EF 1 Cook 80 PR 8 PR 138SH45498-
00/0000715
Frac Exhaust Fan
EF 2 Cook 80 PR 8 PR 138SH45498-
00/0000718
Frac Exhaust Fan
EF 3 Cook 80 PR 8 PR 138SH45498-
00/0000711
Frac Exhaust Fan
EF 4 Cook 120 PR 12 PR 138SH1775/01/0001817 Frac Exhaust Fan Tasking:
SPLIT SYSTEM - FAN COIL UNITS
1. Inspect motor. Clean and lubricate dependent on accessibility.
2. Lubricate fan bearings.
3. Inspect coil(s) for leaks dependent on accessibility.
4. Inspect drain pan or pipe and clean as required.
5. Inspect belt and adjust tension. If applicable.
6. Inspect electrical connections, contactors, relays, and operating/safety controls.
7. Clean Washable Filters
SPLIT SYSTEM – CONDENSING UNITS
1. Review manufacturer’s recommendation for start-up.
2. Energize crankcase heater per manufacturer’s recommendation for warm-up.
3. Visually inspect for leaks.
4. Inspect electrical connections, contactors, relays, and operating/safety controls.
5. Check vibration eliminators.
6. Check compressor oil level. If applicable.
7. Check and test all operating and safety controls.
8. Check operating conditions. Report any abnormalities.
9. Clean Condenser coils Semi Annually.
Proposal #26-093841 (Addendum A to Proposal# 22-19926Signed 08/2025) Date: 07/15/2026 Page 3 of 3 Mesa Energy Systems, Inc.
Addendum
PACKAGED AIR CONDITIONING SYSTEMS – GAS/ELECTRIC
1. Lubricate fan bearings per manufacturer’s recommendation.
2. Lubricate motor bearings per manufacturer’s recommendation.
3. Check belts and sheaves.
4. Check coils for visible signs of leaks.
5. Lubricate and adjust dampers and linkages. If applicable.
6. Check and clean drain pan and clear condensate drain lines.
7. Check motor operating conditions.
8. Inspect electrical connections, contactors and relays.
9. Inspect all temperature, safety, and operational controls.
10. Start compressor. Check operating conditions and report any abnormalities.
11. Secure unit panels, and inspect roof curb flashing.
12. Check for gas leaks.
13. Inspect pilot and clean pilot orifice. If applicable.
14. Inspect and clean flame sensor.
15. Inspect Hot Surface Igniter. If applicable.
16. Verify operation of all safety limit and operating controls.
17. Inspect flame condition.
18. Clean condenser coils semi-annually.
19. Inspect filters and change per filter schedule.
20. Replace belts annually.
EXHAUST FANS AND RETURN FANS
1. Inspect belts and adjust as required.
2. Lubricate motor and bearings as required.
3. Inspect electrical.
4. Change belts annually when applicable
Customer Acceptance: Mesa Energy Systems Acceptance:
Signature Signature
Printed Name Printed Name
Title Title
Date Date