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AGENDA ITEM
CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
Report: Dispensing with Competitive Bidding and Awarding a Contract for Operation and Maintenance of the City’s Schneider Electric Building Management Systems and Software including EcoStruxure and StruxureWare Building Operations / Andover Continuum (Andover)
1. Resolution dispensing with competitive bidding and authorizing the City Manager or a designee to execute a contract with Schneider Electric Buildings Americas, Inc., (Schneider Electric) for the operation and maintenance of the city’s Andover Building Management Systems for 5 years in an amount not to exceed $825,000.
COUNCIL ACTION
EXECUTIVE SUMMARY
The City of Glendale has used Andover building management systems and software for 24 years. These building management systems control digital heating, ventilation and air conditioning (HVAC) systems, secured access control and interior and exterior lighting systems. These commercial grade building management systems are proprietary, and Schneider Electric is the only vendor available to supply and support the wide range of needs of the city’s Andover systems including both the EcoStruxure and StruxureWare Building Operations / Andover Continuum building management systems and software.
Dispensing with competitive bidding is needed for a new 5-year operation and maintenance contract with Schneider Electric to continue these services.
RECOMMENDATION
Approve a resolution dispensing with competitive bidding and authorizing the City Manager or a designee to contract with Schneider Electric for the operation and maintenance of the city’s Andover Building Management Systems for 5 years in an amount not to exceed $825,000.
ANALYSIS
Digital HVAC automation was initially integrated to city facilities in 2001 to improve energy efficiency and systems controls at all major city facilities. This automation extends over the city’s network and allows for centralized, real-time building management including Item Type: Action Item
Approved forSeptember 9, 2025 calendar
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2 monitoring, alarming, adjusting, and diagnosing issues across all city facilities. This product was originally selected 24 years ago due to several factors including cost, experience, product support, project approach, architecture, potential customizations and user-friendly interface. This system has been upgraded many times over the years.
Since the initial installation, Andover has been integrated into nearly all significant city buildings including the Civic Center buildings, fire stations, libraries, police station, maintenance yards and the Beeline Maintenance Facility. Only the Alex Theater is on a different building management system, currently Sunbelt Controls. Staff has found the Andover system to be easy to use and effective in allowing staff from a single workstation or handheld device to monitor systems throughout the city, diagnose problems, make adjustments to HVAC settings and schedule building access. Andover includes an Energy Management System that provides the city with enhanced energy efficiency and cost savings by starting, stopping and sequencing large energy consuming equipment.
Further, the system controls and monitors ingress and egress at all city facilities including controlling door locks and manages interior and exterior lighting systems.
The city’s existing building management systems currently includes Schneider Electric’s building management software and extensive hardware and wiring in all city facilities. The hardware includes wiring, door locking mechanisms, access card readers, locking controllers, temperature sensors, air flow controllers, VAV controllers, AC and heat controllers, water temperature sensors, and HVAC central controllers.
Schneider Electric is the parent company of both the EcoStruxure and StruxureWare Building Operations / Andover Continuum products including both the hardware and software making up these complex systems. They are the only vendor available to support the full scope of needs for the city’s Andover systems. In the past, the city engaged in an ultimately unsuccessful request for proposals process for these same operation and maintenance services because these services are proprietary.
Over the past 24 years, the city had made a considerable investment in the Andover system including procured hardware, training and system development. Additionally, Schneider Electric’s newer EcoStruxure building management system was recently installed at the Beeline Maintenance Facility and Police Building meaning the city will have a continuing need for some operational and maintenance service from this firm for some time. It would be both impractical and expensive to consider initiating a new request for proposals process to replace this entire system all at one.
Due to the substantial value of the city’s existing Schneider Electric building management system infrastructure and the estimated capital cost exceeding $2 million to replace this system in addition to the training and development implementing a new system requires, continuing with a new operation and maintenance contract with Schneider Electric is the most economic option at this time by maintaining the Andover system already in place.
The currently system is effectively providing building management system services as intended and is meeting the needs of the city. Since it is in the best interest of the city to execute a new contract with Schneider Electric for building management services, the 9d
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3 City Council may dispense with competitive bidding under these circumstances.
The recommended amount for a new contract with Schneider Electric for operation and maintenance of the city’s Andover Building Management Systems for 5 years is $825,000.
This is a reduction in cost compared to the previous 5-year agreement of $895,000. Even though the labors rates and parts costs under the new contract are slightly higher, the prior contract included system expansion costs which are not part of this proposed contract. Staff does not plan to expand services under the new contract.
For city buildings on the older StruxureWare Building Operations / Andover Continuum, staff intends to initiate a new request for proposals process to select a new building management system for these facilities and eventually the entire city. Since upgrading these buildings from this older system to EcoStruxure, under the same Schneider Electric umbrella, will require a considerable investment in new wiring infrastructure, new hardware and other substantial expenses, a new request for proposals process is appropriate. Public Works staff intends to request funding for this project for Fiscal Year 2026-27.
STAKEHOLDERS/OUTREACH
Public Works Facilities Management staff and the vendor Schneider Electric will coordinate building work with other city departments to avoid disruptions to municipal operations and to the public.
FISCAL IMPACT
The operation and maintenance of the city’s Andover Building Management Systems will cost $165,000 annually, for a total of $825,000 over 5 years. The budgeted amount for the contract in FY 2025-26 is $85,000. The Public Works Department budget intends to absorb the remaining cost and therefore no new appropriation is being requested at this time. The appropriation for the remaining years will be requested as part of the annual budget process. The funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$150,000 43110-6070-PWD-7508-P0000 Building Maintenance Fund $15,000 43110-2580-PWD-7533-P0000 Transit Utility Fund
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item includes routine monitoring, maintenance and repair activities and is not subject to CEQA review.
CAMPAIGN DISCLOSURE
The names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report are 9d
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4 attached in Exhibit 1, in accordance with the City Campaign Finance Ordinance No. 5744
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: The City Council may choose to not approve the resolution and continued support of the Andover building management system will be suspended, which will impair operations of building access and HVAC systems at city facilities. Staff recommends against this alternative.
Alternative 2 The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Shea Eccleston-Banwer, Public Works Administrator
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
Exhibit 1: Schneider Electric Campaign Finance Form