COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation and Maintenance Superintendent
SUBJECT:Title
Discussion and Action: Expenditures Exceeding the Threshold for Job Order Cooperative Purchase Agreements for Heating, Ventilation and Air Conditioning Contractors, Services and Parts, Utilizing Mohave County’s Job Order Contracts, Previously Awarded to Mesa Energy Systems dba EMCORE Services, Air Control Home Services, and Ambient Edge, LLC (Bill Young)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
To approve expenditures exceeding the threshold for previously awarded Job Order Cooperative Purchase Agreements (JOC Nos. 24-PS-14-01 to 24-PS-14-03) for Heating, Ventilation and Air Conditioning (HVAC) services and to authorize costs under Task Order No. 3-Annual Service and Preventative Maintenance-awarded to Air Control Home Services, in accordance with City Code § 3.10.010.3(A)(1).
BACKGROUND:
Lake Havasu City entered into JOC Cooperative Purchase Agreements with Mesa Energy Systems dba EMCORE Services (500596) and Air Control Home Services, (500594) on March 5, 2025; and Ambient Edge (500595) on March 11, 2025. The maximum term of the agreements, inclusive of all annual renewals, shall extend through July 15, 2029.
• Task Order 1 (Annual HVAC Maintenance) was canceled due to exceeding current budget.
• Task Order 2 (HVAC replacement at Fire Station 3) was awarded to EMCORE Services for $28,457, on March 31, 2025.
• Task Order 3 (Annual Service, Minor Repairs and Preventative Maintenance) has been awarded to Air Control Home Services, with an anticipated Fiscal Year (FY) 2024-25 and FY 2025-26 expenditures, each exceeding $100,000.
Job Order Contracting is a flexible procurement method for repetitive, low-complexity facility and infrastructure projects, awarded through a competitive process. Mohave County’s cooperative purchasing program enables cost-effective service by leveraging the collective buying power of multiple agencies.
Work under the multi-awarded contracts will be issued through individual Job Orders, with scope, schedule, pricing (per fixed rate), bonds, and terms defined and approved by the City before issuance of a Notice to Proceed.
Per A.R.S. § 34-605(F)(A), the maximum amount for an individual task order under this JOC and City Code § 3.10.040.A.1 is $2,000,000. All task orders are subject to City procurement regulations.
COMMUNITY IMPACT:
Given Lake Havasu City’s climate, functional HVAC systems are essential to ensure uninterrupted operation of City facilities. Regular maintenance and timely repairs extend the lifespan of units and ensure continuous service. Having multiple qualified contractors available supports efficient operations.
FISCAL IMPACT:
Funds for HVAC maintenance, repair, and replacement are allocated and available in the FY 2024-25 and in the proposed FY 2025-26 Public Works, Facilities Maintenance, budget within the General Fund.
ATTACHMENTS:
JOC Cooperative Purchase Agreement 500596 - Mesa Energy Systems dba EMCORE Services
JOC Cooperative Purchase Agreement 500594 - Air Control Home Services
JOC Cooperative Purchase Agreement 500595 - Ambient Edge, LLC
SUGGESTED MOTION:Recommended action
I move to approve annual expenditures exceeding the threshold, not to exceed the approved annual budget, under the Cooperative Job Order Contract Purchase Agreements with Mesa Energy Systems dba EMCORE Services, Air Control Home Services, and Ambient Edge, LLC, for HVAC maintenance, minor repair, and replacement services for the remainder of FY 2024-25 and for each subsequent fiscal year for the duration of the Agreements.