HomeMy WebLinkAbout2026-06-09 - AGENDA REPORTS - THE CUBE REFRIGERATION PREV MAINT AND REPAIR SERVICES CONTRAgenda Item• 11
CITY OF SANTA CLARITA
.` AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: June 9, 2026
SUBJECT: REFRIGERATION PREVENTATIVE MAINTENANCE AND REPAIR
SERVICES CONTRACT FOR THE CUBE ICE AND
ENTERTAINMENT CENTER
DEPARTMENT: Recreation and Community Services
PRESENTER: Kyle Lopez
RECOMMENDED ACTION
City Council:
Award a three-year contract to Complete Thermal Services, Inc., for preventative
maintenance and repair services for the thermal, HVAC, and ammonia refrigeration systems
at The Cube Ice and Entertainment Center for an annual amount of $96,820; and authorize an
annual contingency in the amount of $9,682, for a total contract amount not to exceed
$319,506.
2. Approve an ongoing appropriation in the amount of $106,502 from the Recreation Facility
Fund (Fund 120) to Contractual Services Expenditure Account 1205120-516101, beginning
in FY 2026-27.
3. Authorize the City Manager, or designee, to execute up to two additional one-year renewal
options beginning in Fiscal Year 2029-30, not to exceed the annual contract amount, plus an
adjustment consistent with the appropriate Consumer Price Index.
4. Authorize the City Manager or designee to execute all contracts and associated documents,
subject to City Attorney review.
BACKGROUND
The Cube Ice and Entertainment Center (The Cube) was acquired by the City of Santa Clarita
(City) in 2021 and is operated by a third -party operator, American Sports Entertainment
Company (ASEC). The facility offers a wide range of ice and skating programs for the
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community, including public skating sessions, youth and adult hockey leagues, figure skating
programs, learn -to -skate classes, and special events.
These activities rely on the continuous and reliable operation of the facility's complex thermal
and refrigeration systems to create and maintain the ice surface, regulate indoor climate and
prevent moisture -related issues. A properly functioning system ensures optimal ice conditions
and temperature. Routine preventive maintenance of these systems along with as needed repairs
are essential to ensure the safe, efficient, and uninterrupted operation of the facility. ASEC
currently contracts with Complete Thermal Services, Inc. for these services. Due to the scope
and annual cost associated with these specialized services, staff determined that establishing a
City -administered contract through a formal competitive procurement process would provide
greater oversight, ensure compliance with City purchasing requirements, and secure a qualified
contractor to support the facility's ongoing operational needs.
A Request for Proposal (RFP) was published via the City's e-procurement system, BidNet, on
March 13, 2026, to solicit proposals from qualified vendors to provide preventative maintenance
and repairs to the thermal, HVAC, and ammonia refrigeration systems at The Cube. The
solicitation was distributed to 561 vendors, of which 27 vendors downloaded the materials and
three attended the pre -proposal meeting. Two responsive proposals were received from on April
20, 2026.
These proposals were reviewed and evaluated based on each company's ability to meet the
specific needs of the City. An evaluation panel comprised of City staff from Recreation and
Community Services, Neighborhood Services and Public Works and representatives from ASEC
scored the responses using the following categories of weighted criteria:
• Contractor qualifications, scope of work, and program management (30 points)
• Experience on similar projects in particular ice rink refrigeration systems (20 points)
• Thoroughness of proposal, approach to providing sound services, and ability to provide
services to meet standards (20 points)
• Cost of services (30 points)
The evaluation team scored the responsive proposals and held interviews with both vendors.
Based on the selection criteria the vendors were rated as follows:
Rank Company Location Proposal Cost Score
1 Complete Thermal Services (CTS) Garden Grove, CA $96,820 89.8
2 Race Engineering (RE) Garden Grove, CA $41,865 86.6
Staff evaluated the proposals submitted for the Cube's refrigeration system preventive
maintenance and repair services based on the criteria outlined in the RFP, inclusive of interviews
with each vendor. During the interview process, it was identified that RE's cost proposal did not
align with the RFP's pricing format. RE also did not demonstrate experience providing ongoing
preventative maintenance, monitoring, and repair services for ice rink refrigeration systems
In contrast, CTS demonstrated a comprehensive understanding of the specialized maintenance,
monitoring, and repair services required for an ice rink refrigeration system, including
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coordination of preventative maintenance activities and emergency response support. CTS also
demonstrated an approach that aligned with the City's operational and service expectations for
the facility.
Evaluators determined CTS's pricing to be reasonable and consistent with current industry
standards and the specialized expertise required to maintain and service complex ammonia
refrigeration systems. Based on the overall evaluation and interview process, staff recommends
awarding the contract to Complete Thermal Services, Inc.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, the FY 2026-27 budget in the Recreation Facility
Expenditure Account 1205120-516101 will increase by $106,502. The ongoing base budget
commencing FY 2027-28 will be contingent upon appropriations of funds by the City Council
during the annual budget process.
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