City Council Agenda Report
June 2, 2026
TO: Honorable City Council
FROM: Jesus M. Gomez, City Manager
BY: Albert Mendoza, P.E., Director of Public Services/City Engineer Damian Rosales, Public Services Superintendent
Gabriela Garcia, Senior Management Analyst
SUBJECT: AWARD CONTRACT FOR PREVENTATIVE MAINTENANCE AND REPAIR
SERVICES FOR HEATING, VENTILATION AND AIR CONDITIONING UNITS
CITYWIDE
Background:
In March 2026, the City issued an Invitation for Bid (IFB) seeking qualified vendors to provide annual citywide preventive maintenance and repair services for Heating, Ventilation and Air Conditioning (HVAC) systems, as well as as-needed preventative maintenance for ice machines located in City facilities.
Preventive maintenance services for HVAC units and ice machines Citywide, respectively, includes, but is not limited to furnishing all labor, miscellaneous parts, materials, supplies, and equipment necessary to maintain the mechanical systems in proper operating conditions. Such services include the provisions of belts, air filters, valve packings, lubricants, tools, paint, refrigerants, test instruments, meters, temperature control devices; inspection of water lines, electrical components, and drainage systems; descaling; cleaning of condensers and evaporator coils, inspection and testing of harvest cycles and water pressure, and replacement of filters, gaskets, and other minor components as necessary to ensure proper operation and other incidental materials required to complete the work.
Four bids were received from the following vendors:
City Council June 2, 2026
Award of Contract for Preventative Maintenance
Repair Services for HVAC Units Citywide
Page No. 2
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Vendor Name Bid Amount
Tri-West Mechanical, Inc. $ 42,700.00
Mesa Energy Systems, Inc. $ 114,946.00
Race Engineering $ 157,043.00
MEP Fusion $ 288,065.70
Tri-West Mechanical, Inc. (Tri-West) of Whittier, CA, was determined to be the lowest bidder. In addition to submitting the lowest bid for citywide HVAC preventive maintenance and repair services, Tri-West also submitted the lowest bid for citywide preventive maintenance services for ice machines. Staff is recommending award to Tri-West based not only on the competitive pricing submitted, but also on the company’s demonstrated experience, responsiveness, and familiarity with City facilities and equipment through their ongoing work with the City.
Although Tri-West submitted the lowest responsive and responsible bid for preventative maintenance services, the requested not-to-exceed amount is higher than the base bid amount to account for as-needed repair services for both HVAC systems and ice machines that may arise throughout the contract term. The bid pricing primarily reflects scheduled preventative maintenance services; however, additional funding authority is necessary to allow the City to address unforeseen repairs, emergency service calls, replacement parts, and operational needs on an as-needed basis without interruption to facility operations.
Fiscal Impact:
The FY 2026/27 proposed budget includes continued funding for citywide preventive maintenance services and repairs for HVAC systems and citywide preventive maintenance services for ice machines located at City facilities.
Citizens Advised:
N/A
Strategic Plan 2023 Implementation:
The recommended action will further the City’s Strategic Plan Goal 2-1: Reinvest in existing and aging infrastructure.
City Council June 2, 2026
Award of Contract for Preventative Maintenance
Repair Services for HVAC Units Citywide
Page No. 3
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Recommended Action:
Staff recommend City Council award a contract to Tri-West Mechanical, Inc. in the amount of $278,000 for preventative maintenance and repair services for heating, ventilation, and air conditioning (HVAC) systems, for the term of July 1, 2026 through June 30, 2029; with the option to extend for two additional one-year periods; and authorize the City Manager to execute the contract and any amendments provided there is funding in the budget, on behalf of the City, in a form approved by the City Attorney.
Attachments:
N/A