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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Contract Amendments for Building Maintenance and Repair Services at Various City Facilities Contract
1. Motion to reject all bids for Citywide Maintenance and Repair of Emergency Power Generators Services, Specification No. 4037, and authorize the execution of an amendment to Contract No. 8001441 with Global Power Group, Inc. for citywide maintenance and repair of emergency power generators services, increasing the contract amount by $250,000 and extending the contract term for one additional year to provide continued generator maintenance, repair, testing, and related services.
2. Motion to reject all bids for Citywide Maintenance and Repairs of HVAC Systems, Specification No. 4036, and authorize the execution of an amendment to Contract No. 8001439 with ACCO Engineered Systems for citywide maintenance and repairs of HVAC systems services, increasing the contract amount by $800,000 to provide continued HVAC maintenance, repair, and related services for an additional one-year term.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for July 28, 2026 calendar
EXECUTIVE SUMMARY
The Public Works Department contracts for ongoing maintenance and repair services for the city's emergency power generators and heating, ventilation, and air conditioning (HVAC) systems. In accordance with the city's procurement requirements, competitive bidding processes were recently conducted for both services. Following evaluation of the bids, staff determined that it is in the city's best interest to reject all bids, review the specifications for these contracts and re-solicit the work.
For the maintenance and repair of emergency power generators, the city received two bids. The apparent low bid contained multiple calculation errors that affected the total bid amount, and the second bidder did not meet the required licensing requirement.
For the maintenance and repair of HVAC systems, the city received two bids. During the solicitation process, the HVAC equipment at the Alex Theatre was inadvertently omitted from the equipment inventory. However, one bidder included maintenance costs for the 5c2
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Alex Theatre equipment while the other did not, preventing an equitable comparison of bids.
After reviewing the results, staff recommends extending the existing generator and HVAC maintenance contracts for one year at the current contract rates. This extension will provide sufficient time to revise the bid specifications, correct the identified issues, and conduct new competitive solicitations. Staff also intend to review and refine the general contract conditions to encourage greater bidder participation and enhance competition.
RECOMMENDATION
Approve motions authorizing contract amendments to maintenance and repair of emergency power generators contract, increasing the contract amount by $250,000 and extending the contract duration one year, and maintenance and repairs of HVAC systems contract increasing the contract amount by $800,000 and extending the contract duration by one year.
ANALYSIS
The Public Works Department maintains and operates approximately 1.2 million square feet of city-owned facilities, including libraries, fire stations, police facilities, parks, the Civic Center, Glendale Water & Power facilities, and other municipal properties. To ensure these facilities remain safe, functional, and reliable, the department utilizes a combination of in-house staff and specialized contractors. Due to the technical expertise required to maintain complex building systems, the city has historically relied on long- term maintenance contracts for critical infrastructure, including HVAC systems and emergency power generators.
Contracted maintenance services provide access to specialized technical expertise, manufacturer-trained personnel, and resources that are not practical or cost-effective to maintain with city staff. This approach enables the city to efficiently maintain complex building systems while minimizing the need for additional permanent staffing. Because these services are ongoing and involve highly specialized equipment, the Public Works Department has historically utilized five-year maintenance agreements to provide service continuity, operational stability, and cost efficiency.
For the generator maintenance services solicitation, the city received two bids. The apparent low bidder, Global Power Group, Inc., submitted a bid containing multiple calculation errors. Most significantly, the bid reflected pricing for only one hour of service rather than the full-service quantities specified in the bid documents. Staff also identified several mathematical errors that resulted in inconsistencies between the unit prices and the total bid amount. The second bidder, Bay City Electric Works, did not possess the contractor licenses required by the solicitation and was therefore determined to be non- responsive. As a result, staff recommend rejecting all bids and reissuing the solicitation.
For the HVAC maintenance services solicitation, the Alex Theatre was identified as a facility included within the scope of work; however, the associated HVAC equipment, 5c3
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including chillers, air handlers, and boilers, was inadvertently omitted from the exhibit which lists the equipment to be maintained. Consequently, the apparent low bidder, Enfra MCC, LLC, excluded maintenance costs for the Alex Theatre equipment, while the second bidder, ACCO Engineered Systems, Inc., included those costs in its bid. Because the bids were not prepared using the same scope of work, staff determined that they cannot be fairly evaluated and compared. Accordingly, staff recommends rejecting all bids and revising the specifications before re-advertising the solicitation.
HVAC and generator maintenance services are essential to maintaining uninterrupted operations at city facilities. HVAC services include preventive maintenance, repairs, and operational support for major city buildings, while generator services provide testing, preventive maintenance, repairs, and emergency response for approximately 31 backup generators serving critical infrastructure throughout the city. Any interruption in these services could adversely affect the operation of essential public facilities and create health, safety, and operational risks.
Given these circumstances, extending the city's existing competitively procured contracts with ACCO Engineered Systems, Inc. and Global Power Group, Inc. for one additional year is in the city's best interests. The proposed contract extensions will ensure continuity of these essential maintenance services while staff revises the bid specifications, reviews the general contract conditions to encourage greater competition, and conducts new competitive solicitations. Because the current contracts expire on October 31, 2026, the requested contract extension is intended to fund services for the full one-year extension period, from November 1, 2026, through October 31, 2027. As a result, the requested contract amounts extend beyond a single fiscal year to ensure sufficient funding is available for the entire term of the extension. The revised specifications and any resulting contract awards will be presented to the Glendale City Council for consideration at a future meeting.
STAKEHOLDERS/OUTREACH
The Public Works Facilities Management Division works closely with city departments that rely on these critical building systems, including Public Works, Fire, Police, Library, Community Services and Parks, and Glendale Water & Power. Staff coordinate with contractors, vendors, and facility representatives to schedule maintenance activities, repairs, and testing in a manner that minimizes disruptions to city operations and public services.
Continued coordination among city departments and service providers will ensure the uninterrupted operation of critical HVAC and emergency power systems while maintaining safe and reliable facilities for employees and the public.
FISCAL IMPACT
The maintenance and repair of emergency power generators and HVAC systems will cost $1,050,000 combined, of which $675,000 will be incurred in FY 2026-27 and has already been approved as part of the FY 2026-27 budget. No new appropriation is being requested currently. The City Council approved funding is outlined below:
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Existing Appropriation
Amount Account String Funding Source
$675,000 43110-6070-PWD-7508-P0000 Building Maintenance Fund Department Cost Center Program
Public Works Building Maintenance
The funding for FY 2027-28 will be requested as part of the annual budget process.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item includes routine maintenance and repair actives and therefore, exempt under the provisions of California Environmental Quality Act (CEQA) as a Class 1 Exemption pursuant to California Code of Regulations, Title 14, Section 15301.
CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Do not approve motions authorizing contract amendments to the contract with Global Power Group, Inc. and the contract with ACCO Engineered Systems, Inc. Staff will continue with preparing bid documents for the competitive procurement process; however, maintenance and repair services for emergency power generators and HVAC systems may be interrupted until new contracts are awarded.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Director of Public Works
Prepared by:
Lala Der-Bedrosian, Senior Public Works Management Analyst Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.