Agenda #: 5.6
Meeting Date: July 15, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: SIXTH AMENDMENT TO THE MAINTENANCE SERVICES
AGREEMENT WITH TRANE U.S. INC. DBA TRANE FOR
MECHANICAL AND BUILDING AUTOMATION SYSTEM PREVENTIVE
MAINTENANCE AND REPAIR SERVICES.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
Approve, and authorize the City Manager to sign, the Sixth Amendment to the Maintenance Services Agreement with Trane U.S. Inc. dba Trane through June 30, 2026.
FINANCIAL IMPACT:
The amended total not-to-exceed contract amount for fiscal year 2025/26 would be $127,010, which includes a CPI increase of 3%. Sufficient funds are included in the fiscal year 2025/26 operating budget to cover the cost of such services.
BACKGROUND/DISCUSSION:
Over the years, the City has upgraded a number of its mechanical and Building Automation Systems (BAS) with new Trane equipment. The current systems provide a more consistent environment in the facilities and a comprehensive method to manage our energy consumption. Preventive maintenance is a cornerstone in managing the repair costs, efficiency, and life expectancy of mechanical equipment. This amendment will continue our comprehensive preventive maintenance program for all City facilities, while ensuring that all current warranties remain in place.
The City currently has three facilities equipped with BAS, which enable staff to remotely monitor the mechanical operations of the equipment and adjust schedules, setpoints, airflow, and temperature to optimize overall system efficiency.
The work program for fiscal year 2025/26 includes:
Annual preventative maintenance $57,010
City Hall Variable Air Volume (VAV) repairs & programming upgrades $50,000 As-needed work (all locations) $20,000
Total program not-to-exceed for fiscal year 2025/26 $127,010 The work associated with the City Hall VAV repairs & programming upgrades has an estimated annual energy savings of $35,457, which provides for an estimated payback in just under 1.5 years.
The initial term of the Original Agreement entered into on June 18, 2019, was from July 1, 2019, to June 30, 2020. This sixth amendment will extend the term of the agreement through June 30, 2026.
LEGAL REVIEW:
The City Attorney has reviewed and approved the Amended Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Sixth Amendment to Agreement with TRANE for FY 2025/26