AGENDA CAPTION:
Title
Consider approval of Resolution 2025-110R, authorizing a Professional Services Agreement with Alpha Facilities Solution for the comprehensive assessment of city facilities, to include the San Marcos Regional Airport, and provide a Facilities Condition Assessment Report and related services with an estimated award amount of $191,009.05; authorizing the City Manager, or her designee, to execute this agreement on behalf of the city; and declaring an effective date.
Body
Meeting date: June 3, 2025
Department: Public Works
Amount & Source of Funding
Funds Required: $191,009.05
Account Number: F2023-General-Cash-18000, GL: 50092412-70200 ($126,135.50) // FY180-General-CO23C-13200. GL: 50092485-70200 ($39,596.22) // FY180-General-Cash-13200. GL: 50092412-70200 ($25,277.33)
Funds Available: Yes
Account Name: Facilities CIP // Airport CIP
Fiscal Note:
Prior Council Action: Click or tap here to enter text.
City Council Strategic Initiative: [Please select from the dropdown menu below]
Public Safety, Core Services & Fiscal Excellence
Choose an item.
Choose an item.
Comprehensive Plan Element (s): [Please select the Plan element(s) and Goal # from dropdown menu below]
☐ Economic Development - Choose an item.
☐ Environment & Resource Protection - Choose an item.
☐ Land Use - Choose an item.
☐ Neighborhoods & Housing - Choose an item.
☒ Parks, Public Spaces & Facilities - Well maintained public facilities that meet needs of our community
☐ Transportation - Choose an item.
☒ Core Services
☐ Not Applicable
Master Plan: [Please select the corresponding Master Plan from the dropdown menu below (if applicable)]
Choose an item.
Background Information:
On April 3, 2025, the City received twenty-three (23) Statements of Qualifications (SOQs) in response to Request for Qualifications (RFQ) 2025-012 for City of San Marcos Facilities Condition Assessment. All responsive submissions were evaluated by a team of City staff subject matter experts. The two highest ranked firms were interviewed. Following the interview process, the City has selected Alpha Facilities Solutions, located in San Antonio, Texas, as the most qualified to perform the assessment.
The City currently maintains over 100 buildings including the San Marcos Regional Airport. These buildings vary from older historical structures, office buildings, public facing buildings such as the Activity Center and Library, to advanced fire stations and Police headquarters. All of these buildings are City assets and accordingly must be maintained through building system life cycle replacements to items such as roofs, parking lots and HVAC and through careful maintenance activities to extend the life of the building components. The buildings must also be accessible to all, by complying with the Americans with Disabilities Act of 1990, and must comply with the 2021 International Fire Code for fire safety thresholds. All of this is to say that facility maintenance is multi-faceted, complicated and requires careful planning and fiscal controls.
The purpose of the Facility Condition Assessment (FCA) is to provide significant strategic and operational benefits to the City for facility maintenance and planning. The FCA delivers the following key benefits and outcomes:
• Capital Planning - Identify critical repair and replacement needs across all city facilities, including the airport, enabling the city to prioritize capital investments based on urgency, safety, and return on investment.
• Lifecycle Costing - Projects future repair and replacement needs over 5, 10, and 20 years and provides Capital Improvement Program (CIP) recommendations.
• Data-driven reports - Provides evidence to support annual operational budgets to address deferred maintenance.
• Comprehensive Asset Inventory - Documents all major building systems (HVAC, electrical, roofing, etc.), creating or updating the city’s asset database.
• Condition Index Ratings - Each facility and system is rated (e.g., Facility Condition Index - FCI), helping the City to make comparisons and informed decisions across a portfolio of buildings.
• Predictive Maintenance Planning - Provides insight into remaining useful life of systems, allowing a shift from reactive to predictive maintenance strategies.
• ADA Compliance - Provides a summary of ADA compliance and any unforeseen conflicts with the requirements of the Americans with Disabilities Act of 1990.
In summary, the FCA is a foundational tool that will guide the capital investment in City facilities and assist the city to reduce deferred maintenance while maintaining fiscal controls.
Council Committee, Board/Commission Action:
Click or tap here to enter text.
Alternatives:
Click or tap here to enter text.
Recommendation:
Staff recommends approval.