CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year #1 to Contract 25-170, Alerton Building Automation System Maintenance Services, to Syserco Midwest, Inc. for an amount not to exceed $212,301 and for a three-year term
body
DEPARTMENT: Department of Public Works
SUBMITTED BY: Dan Randolph P.E., Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Building Operations (DPW-PBO) is responsible for maintaining the heating, ventilation, and air conditioning (HVAC) systems throughout all City facilities. Alerton software is used to control and monitor 11 City facilities. These systems are vital to monitoring mechanical systems where temperature and humidity can adversely affect buildings and other assets located in office, operational, and public areas.
In May 2025, the City Manager awarded Contract 25-170, Alerton Building Automation System Maintenance Services, to Syserco Midwest, Inc. for a one-year term with four, one-year option years. The purpose of this contract is for the monitoring, controlling, and preventative maintenance of the mechanical systems within City facilities.
DISCUSSION:
During the original term of the contract, Syserco Midwest, Inc. consistently demonstrated reliability and responsiveness, ensuring that building systems were properly maintained, monitored, and operated efficiently. Based upon the vendor’s performance, DPW-PBO would like to extend the contract for a three-year term with Syserco Midwest, Inc.
The contract cost has increased to reflect changes in the scope of services, including the implementation of cloud-based diagnostics for advanced fault detection. To ensure optimal maintenance, Syserco Midwest, Inc. will continuously monitor and analyze the performance and efficiency of HVAC and energy management systems.
The original contract was negotiated for a base term of one year with four options to extend. However, Syserco has offered a full three-year renewal term, offering an annual escalation rate of 3.25% instead of the previous 3.75%.
The term of the contract is from May 1, 2026, through April 30, 2029, with one option year remaining.
FISCAL IMPACT:
CIP #: N/A
Building automation systems maintenance is expensed to the Building and Grounds Maintenance accounts listed below. Public Works included a total of $450,000 for contracted building maintenance services, including building automation systems maintenance, in 2026. The requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$748,100 |