Determination_ONCall_HVAC.pdf
PDF 196 KB Posted
- Attached to
- On-Call HVAC Installation and Maintenance
- Solicitation number
- FY26-COCITB-084
- Issued by
- Santa Fe County, New Mexico
About this file
This file is an internal email determination from the City of Santa Fe, New Mexico regarding the award strategy for an On-Call HVAC Installation and Maintenance contract. Travis K. Dutton-Leyda determined that multiple awards to three vendors would best serve the City's needs, based on a recommendation from Paul F. Heerbrandt, P.E., Engineer Supervisor for the Wastewater Department. The contract opportunity is structured as a Multiple Award ITB with a contract term ranging from one to ten years, with the City retaining the right to award for the whole term or renew the Price Agreement on an annual basis by mutual agreement not to exceed ten years total.
The determination to pursue multiple awards was driven by operational challenges at the Paseo Real Wastewater Reclamation Facility, which operates 16 buildings with critical HVAC and plumbing systems. The previous single-vendor arrangement with McDowell for HVAC maintenance and repair resulted in workforce capacity issues during simultaneous system failures, creating extended wait times and operational risks. By awarding to three vendors instead of one, the City aims to ensure adequate capacity and rapid response capabilities for time-sensitive, critical system failures that are essential to facility operations, including preventing frozen pipes, protecting electrical systems, cooling equipment, and maintaining office environments.
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Outlook
RE: Multiple awards for on-call HVAC Service
From DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Date Fri 4/17/2026 12:58 PM To HEERBRANDT, PAUL F. <pfheerbrandt@santafenm.gov> Cc MIERA, KRISTY A. <kamiera@santafenm.gov>; MACALLISTER, LINDA M. (Contractor)
<lmmacallister@santafenm.gov>
Hi Paul, I have determined with the information you provided, that it is in the best interest to intend to award multiple vendors. 3 Vendors should be enough.
Thanks, Travis
From: HEERBRANDT, PAUL F. <pfheerbrandt@santafenm.gov> Sent: Thursday, April 16, 2026 8:27 AM To: DUTTON-LEYDA, TRAVIS K. <tkduttonleyda@santafenm.gov> Cc: MIERA, KRISTY A. <kamiera@santafenm.gov>; MACALLISTER, LINDA M. (Contractor) <lmmacallister@santafenm.gov> Subject: Multiple awards for on-call HVAC Service
We have many buildings (16) at the Paseo Real Wastewater Reclamation facility. These buildings have HVAC systems that are critical for preventing water filled pipes from freezing, protecting high-voltage electrical systems from humidity and excessive heat, cooling heat producing equipment to prevent damage from overheating, and providing an office environment conducive to completing our work. These building also include plumbing systems that need maintenance and repair. Our previous single contract with McDowell for HVAC maintenance and repair periodically overwhelmed their workforce when we had multiple failures simultaneously, resulting in long wait times and extending the resulting risks. With two contract awards for HVAC service, we will have additional options for addressing critical, time-sensitive system failures.
P. Fred Heerbrandt, P.E.
Engineer Supervisor Wastewater City of Santa Fe 505-955-4623 pfheerbrandt@santafenm.gov
4/17/26, 1:14 PM Mail - MIERA, KRISTY A. - Outlook https://outlook.office.com/mail/inbox/id/AAkALgAAAAAAHYQDEapmEc2byACqAC%2FEWg0AIh5kDg9E9kqzbLp4sQZingAEQI8yxgAA?nativeVersion… 1/1 mailto:pfheerbrandt@santafenm.gov
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