AGENDA CAPTION:
Title
Consider approval of Resolution 2025-192R, approving the award of an Indefinite Delivery Indefinite Quantity (IDIQ) contract to TCS Mechanical, LLC, for plumbing maintenance services for the Public Works Department in the estimated annual amount of $200,000.00 with the option for up to three one-year renewals for a total estimated contract price of $800,000.00; authorizing the City Manager, or her designee, to execute the contract and any renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: October 8, 2025
Department: Public Works, Pete Binion, Assistant Director
Amount & Source of Funding
Funds Required: $200,000 estimated annual amount; $800,000 for full 4-year term
Account Number: Multiple accounts
Funds Available: Budgeted annually
Account Name: Contracted Services
Fiscal Note:
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Background Information:
The purpose of this Indefinite Delivery/Indefinite Quantity (IDIQ) contract is to provide plumbing services and emergency plumbing services for City facilities on an “on-call” basis for unpredictable or urgent plumbing issues.
On August 7, 2025, the City received three (3) bids in response to Invitation For Bid (IFB) 2025-149 for IDIQ Plumbing Services and Maintenance for all facilities managed by the City. All bids received were responsive. However, TCS Mechanical, LLC, located in Bastrop, Texas, provided the best value to the City. Therefore, the City recommends contract award to TCS Mechanical, LLC, for IDIQ Plumbing Services and Maintenance.
No bids were received by local plumbing companies.
The solicitation identified an initial (1) one-year term, with (3) three one-year renewal options. TCS Mechanical, LLC will provide plumbing maintenance, repair, new installation, project estimates and emergency response for plumbing needs for all City facilities.
Based on prior years’ expenditure on plumbing maintenance and repairs, it is estimated that $200,000 per year will be expended for an estimated $800,000 for the full four-year term.
The Facilities Division of the Public Works Department is responsible for maintaining approximately 985,000 square feet of city facilities. In May 2025, the city hired a full-time journeyman plumber to perform plumbing repairs in city facilities and to perform routine maintenance for items such as ice machines, sewer main PMs, and back-flow preventers. By hiring this journeyman plumber, the city has realized cost savings by utilizing in-house labor instead of contracting out most of the plumbing work, as was done in past years. The IDIQ contract will augment the city’s in-house plumbing repairs in certain scenarios.
Those scenarios include:
• Complicated plumbing repairs requiring specialized equipment which the city does not own
• Complicated plumbing repairs requiring a master plumber’s supervision and expertise
• Emergency repairs
• Plumbing repairs needed when the city’s plumber is unavailable or already assigned to a different repair
The contract will also be available to other departments such as Parks & Recreation Department for facilities that are under their supervision for maintenance. Examples of those facilities include restroom facilities on parkland, the Rio Vista Pool, the Charles S. Cock house, and sports facilities such as Gary Softball complex and Ramon Lucio baseball fields.
Key benefits of the IDIQ Plumbing Services and Maintenance contract include:
• Minimized downtime for plumbing repairs, enhancing service delivery for city staff, visitors, and San Marcos residents
• Flexible, on-call plumbing support to address urgent and routine needs
• Standardized services and pricing, ensuring transparency and consistency
• Streamlined management of plumbing services across diverse facility types under a single contract
Council Committee, Board/Commission Action:
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Alternatives:
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Recommendation:
Staff recommends approval.