Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreement with Systems Mechanical, Inc. for the San Mateo Medical Center Building Management System
RECOMMENDATION:
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Adopt a resolution:
A) Waiving the Request for Proposal process; and
B) Authorizing the President of the Board of Supervisors to execute an Agreement with Systems Mechanical, Inc. for the San Mateo Medical Center's Building Management System, for the term of September 9, 2025 through September 8, 2026, in an amount not to exceed $2,000,000.
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BACKGROUND:
In alignment with the County's Strategic Energy Master Plan, a project was initiated in 2016 to upgrade the Building Management System (BMS) at the San Mateo Medical Center (SMMC). The BMS is integral for integrating and automating various building systems such as the heating, ventilation and air conditioning (HVAC), lighting, and energy management. The upgraded system was commissioned and fully operational by 2017. Since that time, Systems Mechanical Inc. (SMI) has provided ongoing maintenance for the BMS. However, after several years of operation and evolving facility needs, the BMS requires a major maintenance upgrade. This includes replacing aging mechanical and electrical components, updating the sequence of operations, and revising system graphics to reflect current business and operational requirements.
Since the BMS was upgraded, the SMMC has undergone several operational changes that have rendered portions of the original sequence of operations outdated. Additionally, both hardware and software components of the system require updates to maintain efficiency and reliability. The inefficiency of the current system has placed additional operational responsibility on Department of Public Works (Department) staff who must manually intervene to ensure the HVAC systems meet facility needs. These challenges underscore the urgency of upgrading the BMS to align with current SMMC operations.
DISCUSSION:
Taylor Engineering, the design firm for the 2016 BMS project, has assessed the existing BMS system and determined there are significant hardware replacements needed and the BMS operational sequences must be updated. Additionally, modifications to the floor plans have been made to portions of the SMMC, which contribute to the need to update the BMS and revise the sequence of operations to reflect current facility needs. The Department has evaluated the work to be completed, options for completing the work, and has determined the best course of action is to contract with SMI to complete the work.
SMI has a long-standing relationship with the Department and the SMMC, having performed numerous installations, retrofits, and ongoing service over the past eight years. This history and experience provide them with an in-depth understanding of the facility's systems, operational expectations, and unique procedures. SMI's familiarity with the specific controls, wiring, programming, and legacy documentation positions them to execute the upgrade quickly and efficiently, with minimal risk of integration issues or operational disruptions. Their extensive knowledge of the system allows them to scope and deliver the project with a low learning curve, reducing both time and cost.
Retrofit projects are inherently complex, particularly at a facility like the SMMC, which has undergone extensive modifications over the last 30 years. Documentation gaps and inconsistencies are common. SMI's institutional knowledge and prior involvement in many of these past projects are crucial in navigating these issues. Their ability to interpret undocumented or inconsistent conditions greatly reduces the risk of unexpected challenges and costly change orders. Utilizing SMI for this work will leverage their familiarity with the systems and provide continuity of service to help ensure consistency in the user interface and system behavior, which is critical in a 24/7 hospital environment.
The County Attorney has reviewed and approved the resolution and agreement as to form.
COMMUNITY IMPACT:
By integrating and automating various building systems such as HVAC, lighting, energy management, and security, the BMS ensures that the hospital environment remains stable, clean, and conducive to healing. A well-functioning BMS reduces energy waste and operational costs, allowing hospital administrators to allocate more resources to patient care and community health programs. A BMS helps create a more sustainable, secure, energy-efficient and patient-centered healthcare facility.
FISCAL IMPACT:
The term of this Agreement is September 9, 2025 through September 8, 2026 for an amount not to exceed $2,000,000. Funding for this Agreement is included in the Department of Public Works FY 2025-26 Capital Improvement Plan. There is no impact to the General Fund.