REPORT TO COUNCIL
SUBJECT
Title
Action to Authorize the City Manager to Issue Purchase Orders and/or Negotiate and Execute an Agreement with Syserco, Inc. for Heating, Ventilation, and Air Conditioning Control Systems
Report
BACKGROUND
The Department of Public Works (DPW) Facility Services Division is responsible for maintenance and repair of approximately 1,100,000 square feet of City facilities. To continue providing services in a timely and efficient manner, the Division periodically uses qualified vendors to supplement its workload.
As part of its facility operations, the City has invested more than $1 million in Alerton heating, ventilation, and air conditioning (HVAC) control systems at numerous City facilities, including City Hall, the Police Station, Senior Center, Community Recreation Center, fire stations, and libraries. These controls provide a centralized interface that allows City staff to monitor and regulate HVAC operations, optimize building conditions, and manage energy performance.
Given the specialized nature of these systems, the City uses qualified vendor support for ongoing maintenance and repairs. Syserco, Inc. (Syserco) was selected to provide maintenance and repair services for the City’s Alerton HVAC control systems. In September 2021, the City Council authorized the City Manager to issue purchase orders for these services through September 30, 2026.
DISCUSSION
Pursuant to Santa Clara City Code Section 2.105.280(b)(2), staff recommends a sole source procurement with Syserco because the services are necessary to ensure the continued operation, compatibility, and support of the City’s existing Alerton HVAC control systems.
Syserco is the only factory-authorized Alerton dealer identified within 100 miles of the City in the manufacturer’s dealer locator, as verified by staff. Staff also determined that the required services involve manufacturer-authorized access to the City’s existing Alerton control-system software, controller f...
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