TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Amber Shah, Parks & Public Works Director/City Engineer DATE: March 28, 2025
SUBJECT: AWARDS OF 3-YEAR MAINTENANCE SERVICES
AGREEMENTS TO SO-CAL ELECTRIC, INC., ACCO
ENGINEERED SYSTEMS, GRAYCON INC., AMTEK
CONSTRUCTION, AND CREATIVE AIR MECHANICAL
SERVICES INC. IN AN AMOUNT NOT TO EXCEED $50,000
PER YEAR EACH FOR ON-CALL MAINTENANCE SERVICES
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
BACKGROUND
Historically, the City has relied upon various contractors of specialized trades when necessary to perform maintenance or larger-scale repairs at City facilities. This work most often includes electrical, HVAC, and plumbing work.
In order to improve the efficiency of the process to complete facilities maintenance and repairs when an outside contractor is required, staff issued a Request for Proposals (RFP) on February 14, 2025, for multi-year on-call maintenance services. The RFP included three (3) different categories for prospective proposers to submit under; electrical services, HVAC services, and plumbing services. On March 10, 2025, six (6) firms submitted Proposals to provide on-call maintenance services for the City’s review and evaluation.
Based on staff evaluation of the proposals and the proposed costs, staff recommends that the City enter into Maintenance Services Agreements (MSAs) with the following qualified firms:
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
• So-Cal Electric, Inc, and Amtek (Electrical)
• ACCO (Plumbing)
• Graycon, and Creative Air Mechanical (HVAC)
DISCUSSION
The City’s staffing model requires reliance upon licensed contractors to handle a variety of specialized maintenance and repair work at City-owned facilities.
In order to improve the efficiency of the process to complete facilities maintenance and repairs when an outside contractor is required and reduce the amount of staff time required to obtain multiple bids each time, the firms with the lowest hourly rate for each trade selected through this RFP will provide services on an on-call as needed basis.
The Scope of Services for On-Call Maintenance Services requested in this RFP included, but is not limited to, the following:
CATEGORY 1: ELECTRICAL SERVICES
• Troubleshoot electrical issues as directed by the City • Perform basic and/or major repairs of electrical systems and equipment • Repair lamps and fixtures as high as 30 feet
• Repair low and high voltage equipment up to 480 volts • Perform equipment replacement or repair as directed by the City • Install new equipment/fixtures as directed by the City • Coordinate repair scope, cost and schedule with the City • Additional services may be performed on an as-needed basis as directed by the City
CATEGORY 2: PLUMBING SERVICES
• Perform work to address plumbing issues identified by the City • Perform basic and major repairs of plumbing leaks/breaks and open clogged lines and drains
• Repair and/or replace fixtures such as toilets, urinals, wax rings, seals, sinks, faucets, etc.
• Install and repair water heaters and boilers
• Assemble, install, and repair pipes and fittings of heating, water, and drainage systems
• Coordinate repair scope, cost and schedule with the City • Additional services may be performed on an as-needed basis as directed by the City
CATEGORY 3: HVAC SERVICES
• Troubleshoot HVAC issues as directed by the City
• Perform basic and major repairs of HVAC systems and equipment, including but not limited to; chillers, package units, etc. • Perform equipment replacement as directed by the City • Install new equipment as directed by the City
• Coordinate repair scope, cost and schedule with the City • Perform routine preventative maintenance of equipment on a quarterly basis
• Additional services may be performed on an as-needed basis as directed by the City
On March 10, 2025, six (6) firms submitted proposals to provide on-call maintenance services for the City’s review and evaluation. As Respondents were able to submit proposals for multiple categories, some responses encompassed multiple categories. Ultimately, the breakdown of submissions by category were as follows:
Category Number of Responses to RFP
Electrical Services 3
Plumbing Services 1
HVAC Services 4
Staff evaluated these proposals to identify firms that were the lowest responsive, qualified bidder. Based on this, staff recommends that the City enter into MSAs with a total of five (5) qualified firms, as shown below:
• So-Cal Electric, Inc (Electrical)
• Amtek (Electrical)
• ACCO (Plumbing)
• Graycon (HVAC)
• Creative Air Mechanical (HVAC)
So-Cal Electric, ACCO, and Graycon, will be the primary on-call maintenance contractors for electrical services, plumbing services, and HVAC services, respectively, as they were each the lowest qualified bidder. Each agreement will be task-order based and in an amount not to exceed $50,000 per fiscal year.
So-Cal Electric has been in business for 25 years, and specializes in the maintenance and installation of electrical equipment, ranging from smaller electrical repairs to the ability to work on larger electrical equipment such as generators. The City has worked with So-Cal Electric in the past for various electrical repairs and maintenance-related projects, and has found them to be professional, efficient, responsive, and perform quality work. Overall, So-Cal Electric’s familiarity with San Marino and its facility needs makes them wellsuited to provide on-call electrical services for the City. Should So-Cal Electric not be available or unable to perform the work in the event of a request for electrical services from the City, the City will then utilize Amtek. Amtek has been in business for over 40 years and has contracts with multiple municipalities, making them well-qualified to perform the work.
The City received one (1) proposal for plumbing services, from ACCO. ACCO has been in business for several decades and has experience on a wide range of plumbing repairs, as well as working with public agencies. As such, they are well-suited to perform this work on an on-call basis.
In regards to HVAC proposals, Graycon is a licensed HVAC contractor that has been in business in the mechanical contracting industry for over 50 years, and has substantial experience performing routine maintenance on a full range of HVAC parts and equipment. Furthermore, Graycon has valuable experience performing repairs on larger HVAC equipment, such as chillers and split-units, making them a good fit to perform work on the larger units located at the Crowell Public Library and San Marino Community Center. Similar to So-Cal Electric, the City has worked with Graycon on various projects in the past, and has found their work to be professional and of good quality. In the event that Graycon is unavailable or unable to perform the work, the City will utilize Creative Air Mechanical Services. Creative Air Mechanical has experience both with performing the types of repairs needed by the City, as well as experience working with public agencies, as they provide on-call services for multiple other jurisdictions.
Having multiple firms on-call to provide as-needed on-call maintenance services allows the City more options for short-term assignments by different contractors. If a particular contractor is unable to perform the work or is not available at a desired time, another contractor can fulfill that need. This provides the City the flexibility to have another qualified firm that has already been qualified through the RFP process and under contract with the City to provide services in a timely manner. The proposed MSAs for all firms have an initial three-year term, are task-order based, and are non-exclusive which allows the City maximum flexibility for requesting services and, as desired, to seek additional proposals from other firms for any particular project or initiative.
FISCAL IMPACT & PROCUREMENT REVIEW
The use of on-call maintenance services is included in the Parks and Public Works Department Operating Budget Building Repair and Maintenance Account (Account # 101-53-4206-0000) Additionally, the Department may also utilize the on-call contracts to assist with the execution of various projects within the Capital Improvement Program (CIP), including but not limited to; the Emergency Generator Connection, and EOC Improvements. By entering into multiple on-call MSAs for as-needed on-call services, the City is neither obligating itself nor guaranteeing any compensation to the selected contractors. Each of the proposed MSAs establish an annual maximum compensation value of $50,000 with a three-year term maximum compensation value of $150,000.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the City Council award maintenance services agreements for on-call maintenance services to So-Cal Electric Inc., ACCO Engineered Systems, Inc., and Graycon Inc. as the primary on-call contractors, and award agreements to Amtek Construction and Creative Air Mechanical Services, LLC as secondary on-call contractors. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to award three-year maintenance services agreements for on-call maintenance services to So-Cal Electric Inc., ACCO Engineered Systems, Inc., and Graycon Inc. as the primary on-call contractors, and award agreements to Amtek Construction and Creative Air Mechanical Services, LLC as secondary on-call contractors, and authorize the City Manager to execute the agreements on behalf of the City.”
ATTACHMENTS
1. Draft Agreement – So-Cal Electric
2. Draft Agreement – ACCO Engineered Systems
3. Draft Agreement – Graycon Inc.
4. Draft Agreement – Amtek Construction
5. Draft Agreement – Creative Air Mechanical Services