Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: April 28, 2026
SUBJECT: HEATING AND AIR CONDITIONING MAINTENANCE AND
EMERGENCY REPAIR CONTRACT
DEPARTMENT: Neighborhood Services
PRESENTER: Bryan Peck
RECOMMENDED ACTION
City Council:
1. Approve the use of a cooperative agreement through Sourcewell contract #080824-JHN and award a five-year contract to Johnson Controls, Inc., for heating and air conditioning maintenance and emergency repair services for all City-owned facilities for a total contract amount not to exceed $1,986,786.
2. Authorize an ongoing appropriation to the Contractual Services accounts listed on Exhibit A for a total amount of $4,753 in Fiscal Year 2027-28, $4,849 for Fiscal Year 2028-29, $4,946 for Fiscal Year 2029-30, and $5,045 for Fiscal Year 2030-31, contingent upon the appropriation of funds in the annual budget for such fiscal years.
3. Authorize the City Manager or designee to execute all contracts and associated documents, and to modify the awardees in the event of project withdrawal or abandonment, subject to City Attorney review.
BACKGROUND
The City of Santa Clarita (City) Neighborhood Services Department administers maintenance operations for all City-owned facilities. To ensure timely and responsive service, the City has contracted with Johnson Controls, Inc. (JCI) since 2021 to provide routine preventative maintenance, as well as on-call and emergency response services for heating and air conditioning systems. The current contract is set to expire June 30, 2026.
Staff has worked with JCI to develop an in-depth preventive maintenance program to enhance and maintain regular heating and air conditioning maintenance at key facilities such as City Hall,
Public Works Corporate Yard, City Libraries, Transit Maintenance Facilities, Metrolink stations, and the Citrus Building. The goal is to ensure that all HVAC systems remain safe, reliable, and efficient through preventive maintenance. These services include equipment cleaning, temperature control adjustments, filter replacements, lubrication of parts, inspection and calibration of heating controls and thermostats, and checks of safety mechanisms.
After conducting extensive research to identify the most competitive pricing and the highest- quality services, the staff recommends using the City’s cooperative purchasing option for this procurement. This approach satisfies the City’s procurement requirements by leveraging a competitively solicited and publicly awarded cooperative contract, allowing the City to obtain favorable pricing and terms while streamlining the procurement process. The City is using the cooperative purchasing contract with Sourcewell, which allows the City to take advantage of an existing process. This contract, which was awarded on November 26, 2024, was solicited through a competitive request for proposals process and is valid through November 1, 2028, with up to three additional one-year extensions.
After performing a cost analysis and reviewing pricing for comparable services from other sources, it has been determined that the Sourcewell cooperative purchasing contract with JCI (#080824-JHN) provides competitive pricing, quality service, and the best value to the City.
Using the Sourcewell cooperative purchasing contract results in a total not-to-exceed amount of $1,986,786, inclusive of a 2 percent annual increase during the duration of the contract.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funding will be available in the expenditure accounts listed in Exhibit A starting in Fiscal Year 2026-27. The ongoing base budget increase of two percent of contract amount commencing in FY 2027-28 will be contingent upon appropriations of funds by the City Council during the annual budget process.
ATTACHMENTS
Exhibit A
Johnson Controls 5 Years As Needed Repairs (available in the City Clerk's Reading File) Johnson Controls PSA 2026-2027 with 5 Year Renew Proposal (available in the City Clerk's Reading File)