DATE:
June 2, 2026
TO:
Mayor and Council Members
Chair and Board Members, Hesperia Water District
FROM:
Rachel Molina, City Manager
BY:
Cassandra Sanchez, Director of Public Works/City Engineer Brian Blackwell, Streets/Traffic Operation Manager
SUBJECT:
Award of Contract for Heating, Ventilation, and Air-Conditioning (HVAC) Preventive Maintenance and Repair Services
RECOMMENDED ACTION
It is recommended that the City Council and Board of Directors of the Hesperia Water District (District) authorize the City Manager to enter into a three (3) year contract with Retrofit Services Co., Inc., in a not-to-exceed amount of $240,000 for heating, ventilation, and air-conditioning (HVAC) preventative maintenance and repair services for City and District facilities.
BACKGROUND
The City contracts with an HVAC contractor for preventive maintenance and repairs at various City and Water District facilities, including the Hesperia Branch Library. These services include quarterly filter changes, system adjustments, and repairs to ensure HVAC systems are operating to factory specifications. With the aging HVAC systems, an aggressive preventative maintenance program will be incorporated to ensure these systems are operating at optimal capacity. While preventative maintenance will not eliminate failures, it will reduce the frequency with which they occur.
ISSUES/ANALYSIS
The current contract for HVAC preventative maintenance and repair services is set to expire on June 30, 2026. To continue to provide these services, the City prepared a formal bid that was released on April 26,2026 and closed on May 12, 2026. The City received the following bids:
Allison Mechanical, Inc.
Retrofit Services Inc.
FY 2026-27
$82,242
$78,225
FY 2027-28
$85,044
$79,690
FY 2028-29
$87,894
$81,417
Total Cost
$255,180
$239,332
Upon review of the submitted bids, Retrofit Services Company, Inc. was deemed the lowest responsible/responsive bidder for HVAC preventative maintenance and repair services
CITY GOAL SUPPORTED BY THIS ITEM
Financial Health - Maintain a balanced budget and adequate reserves
FISCAL IMPACT
Sufficient funding will be included in the proposed Fiscal Year 2026-27 Operating Budget.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
Bid Comparison
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the Mayor and Council
Award of Contract for Heating, Ventilation, and Air-Conditioning (HVAC) Preventative Maintenance and Repair Services June 2, 2026