Public Works Agency
www.santa-ana.org/pw
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 6, 2025
TOPIC: Service Agreement for HVAC and Lighting Control Systems
AGENDA TITLE
Service Agreement with Siemens Industry, Inc. for HVAC and Lighting Control Systems Maintenance (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Siemens Industry, Inc., for HVAC and Lighting Control System maintenance services in the amount of $705,649, plus a contingency amount of $70,565, for a total amount not to exceed $776,214 for a term beginning July 1, 2025 and expiring June 30, 2026, with provisions for four, one- year extensions (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Public Works Agency’s (PWA) Parks, Fleet, Facilities, and Refuse Division is responsible for the maintenance and repair of City-owned facilities, including the heating, ventilation, and air conditioning (HVAC) systems. Siemen’s Industry, Inc. (Siemen’s) currently provides maintenance and repair of control systems that regulate the Siemen’s HVAC equipment at seven locations including City Hall, Ross Annex, Main Library, Newhope Library, Corporate Yard, Santa Ana Senior Center, and the Santa Ana Regional Transportation Center. Siemen’s also provides external lighting at the Corporate Yard facility.
Santa Ana City Ordinance No. NS-3041 authorizes the City to make non-bid purchases of services, supplies, materials, and equipment whenever it shall appear that there is only one reasonably available source. Staff researched available procurement options and product offerings in the market and determined that Siemens Industry, Inc. is the sole provider capable of meeting PWA’s specifications for the maintenance of proprietary Siemens building automation control systems. Siemen’s offers specialized service and support for Siemens proprietary equipment, requiring trained technicians with access to Siemens technical service bulletins and system updates to ensure uninterrupted optimal operation of building automation and HVAC systems.
HVAC and Lighting Control Systems Maintenance and Repair May 6, 2025
4 9
9 1
The existing agreement with Siemens expires June 30, 2025 with a total compensation amount not to exceed $661,659. Of that, $515,317 was spent for annual maintenance and as-needed repairs. To continue providing uninterrupted service and technical support for the proprietary building automation control systems, staff recommends awarding a new agreement with Siemens Industry, Inc. for a total amount not to exceed $776,214, including all available extensions (Exhibit 1). The new recommended agreement includes pricing reflective of increasing annual maintenance costs.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds will be included in the proposed Fiscal Year 2025-26 budget under the following accounts. Subsequent funding for the renewal options, if exercised, will be included in the proposed budgets for City Council consideration.
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
07317100-
62320
Building
Maintenance
Building Maintenance,
Maintenance & Repair
Buildings & Ground
$129,447
2025-26
06717650-
62320
Santa Ana
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance & Repair
Buildings & Ground
$21,574
Optional Extensions
07317100-
62320
Building
Maintenance
Building Maintenance,
Maintenance & Repair
Buildings & Ground
$131,194
2026-27
06717650-
62320
Santa Ana
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance & Repair
Buildings & Ground
$21,866
07317100-
62320
Building
Maintenance
Building Maintenance,
Maintenance & Repair
Buildings & Ground
$133,009
2027-28
06717650-
62320
Santa Ana
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance & Repair
Buildings & Ground
$22,167
2028-29 07317100-
62320
Building
Maintenance
Building Maintenance,
Maintenance & Repair
Buildings & Ground
$134,876
HVAC and Lighting Control Systems Maintenance and Repair May 6, 2025
4 9
9 1
Fiscal
Year
Accounting
Unit-Account #
Fund
Description
Accounting Unit,
Account Description
Amount
06717650-
62320
Santa Ana
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance & Repair
Buildings & Ground
$22,480
07317100-
62320
Building
Maintenance
Building Maintenance,
Maintenance & Repair
Buildings & Ground
$136,801
2029-30
06717650-
62320
Santa Ana
Regional
Transportation
Center
PWA – SARTC
Operations,
Maintenance & Repair
Buildings & Ground
$22,800
TOTAL $776,214
EXHIBIT(S)
1. Agreement with Siemens Industry, Inc.
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager