July 1, 2025
Public Works
DATE: July 1, 2025
TO: Mayor Martinez and Members of the City Council
FROM:
Daniel Chavarria, PE, Director of Public Works
Tawfic Halaby, PE, Deputy Director of Public Works
Carl Capistrano, Public Works Superintendent
Will Santana, Stationary Engineer Supervisor
Subject:
Resolution to Award a Contract to Legacy Mechanical &
Energy Services, Inc. for As-Needed Repairs and Service FINANCIAL IMPACT: The proposed expenditure of $150,000 over a three-year period, with an option to extend an additional two years at $50,000 per year will be funded from the Public Works Facilities budget (Account String: 01232231-400524).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The Facilities Maintenance Division is requesting City
Council to adopt a resolution approving a three-year
contract, with two optional one-year extensions, with
Legacy Mechanical & Energy Services, Inc. to provide
specialized mechanical repairs and maintenance
services.
RECOMMENDED ACTION:
ADOPT a resolution awarding a three-year contract to
Legacy Mechanical & Energy Services, Inc., for as-
needed major mechanical building maintenance repairs
and service, for a term beginning July 1, 2025, to June 30, 2028, in a not-to-exceed amount of $150,000, with an option to extend for two additional one-year terms in a not-to-exceed amount of $50,000 each additional year –
Public Works Department (Daniel Chavarria 510-620-
5478/Tawfic Halaby 510-620-548/Carl Capistrano 620-
6896/Will Santana 510-620-6696).
AGENDA
REPORT
July 1, 2025
DISCUSSION:
Mechanical system failures occasionally occur at City facilities that require specialized technical services or repairs. To ensure these systems can be addressed promptly and effectively, the Public Works Department issued a Request for Qualifications (RFQ) to identify experienced mechanical contractors to provide specialized repair and maintenance services, including major mechanical building systems work, on an as- needed basis across various City facilities.
The firm hired for mechanical building maintenance services may perform some or all the following tasks:
Inspection and operation services for sewage and dewatering pumps Inspection and cleaning of debris interceptors
Annual testing and certification of reduced pressure backflow preventers Checking condensate pumps for proper operation
Performing quarterly maintenance for all HVAC system
Reviewing alarm systems
Implementing software enhancement and upgrades
Performing other incidental mechanical related work on an as-need basis
On March 24, 2025, the City issued a Request for Qualifications (RFQ) for as-needed Mechanical Building Maintenance Services (Attachment 1). The RFQ was posted on the City’s Bids Online platform, and 1,100 registered firms were notified. When the bid period was closed on April 10, 2025, the City received one proposal, from Legacy Mechanical & Energy Services, Inc. City staff reviewed the proposal and found it to be responsive to the RFQ (Attachment 2). Legacy Mechanical & Energy Services, Inc., is a highly qualified firm and City staff recommends City Council adopt the resolution awarding the as-needed major mechanical building maintenance services contract to Legacy Mechanical & Energy Services, Inc. (Attachment 3 and 4).
DOCUMENTS ATTACHED:
Attachment 1 – Request for Qualifications
Attachment 2 – Evaluation Forms
Attachment 3 – Resolution
Attachment 4 – Proposed Contract