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ITEM 9.b. TOWN OF FOUNTAIN HILLS STAFF REPORT Meeting Date: 4/7/2026 Meeting Type: Town Council Regular Meeting Submitting Department: Public Works Prepared by: Justin Weldy, Public Works Director Staff Contact Information: Phone: 480-816-5133 Email: jweldy@fountainhillsaz.gov Request to Town Council Regular Meeting (Agenda Language) CONSIDERATION AND POSSIBLE ACTION: Relating to Job Order Contracting (JOC), Professional Services Agreements 2026–072, 2026–073 & 2026–074, for Town mechanical and plumbing services. Staff Summary (background) The Town’s current contracts for plumbing and mechanical repair and maintenance services have reached their term limits, with no additional renewal options available. To ensure continuity of these essential services, the Town issued Request for Proposals (RFP) No. 2025- 027 for Job Order Contracting (JOC) Plumbing and Mechanical Services. Following a thorough evaluation by an internal committee consisting of staff from the Public Works, Community Services, and Engineering Departments, three (3) qualified contractors were selected for award: • Crawford Mechanical Services, LLC • Go To Services, Inc. • TD Industries, Inc. Each selected vendor will enter into a Master Agreement reviewed and approved as to form by the Town Attorney. Each agreement will be issued in an amount not to exceed $150,000 annually, for an initial one-year term with up to four (4) additional one-year renewal options. Contractors will be utilized on an as-needed basis, depending on project requirements and the availability of budgeted funds. Approval of these contracts does not authorize or obligate the full expenditure of $450,000 annually. Rather, these agreements establish on-call contracting capacity, and all work will be issued through individual job orders that must be supported by Council-approved budgets and available funding. Job Order Contracting Overview The Town has utilized Job Order Contracting (JOC) for many years as an efficient and approved procurement method. JOC contracts allow the Town to complete recurring repair, maintenance, and small capital improvement projects through competitively awarded, multi- year agreements with pre-established unit pricing. Plumbng and Mechanical JOC services are routinely needed to support Town infrastructure, including: • Facility mechanical system maintenance (HVAC and plumbing systems) • Emergency repairs and service restoration • Preventative maintenance and system upgrades • Mechanical work associated with capital improvement projects Benefits of JOC Mechanical Contracts Efficiency and Timely Response JOC contracts allow projects to be initiated quickly without the need for separate formal bidding, which is especially valuable for urgent or emergency repairs. Cost Control and Predictability Unit pricing is competitively established through the procurement process, providing transparency and consistency while reducing the likelihood of cost overruns. Flexibility for On-Call Needs Plumbing and mechanical maintenance demands vary throughout the year. JOC agreements provide flexibility to assign work based on contractor availability, workload, and project needs. Quality and Contractor Qualification All selected contractors were evaluated based on qualifications, experience, capacity, and performance history, ensuring high-quality service delivery. Accountability and Oversight While JOC expedites procurement, all work remains subject to Town oversight. Contractors must adhere to contract terms, established pricing, and performance expectations, with all work authorized through individual job orders. Related Ordinance, Policy or Guiding Principle This action is consistent with the Town’s procurement policies and the Arizona State Procurement Code, which authorizes the use of Job Order Contracting (JOC) as an approved alternative project delivery method for construction, repair, and maintenance services. Award of these contracts supports the Town’s responsibility to maintain critical public infrastructure, ensure operational continuity of Town facilities, and provide timely response to electrical repair and emergency service needs. Risk Analysis If not approved, the Town would face several operational and financial risks Service Disruption Risk: The Town’s existing Mechanical Services repair contracts have reached their term limits with no renewal options. Without replacement contracts in place, the Town may experience gaps in coverage for routine and emergency Mechanical Services repairs. Reduced Emergency Response Capability: Mechanical Services failures affecting Town facilities, or critical infrastructure may require immediate response. Without on-call contractors available through a JOC agreement, response times could be significantly delayed, increasing public safety concerns. Recommendation(s) by Board(s) or Commission(s) N/A Staff Recommendation(s) Staff recommend approval of the Job Order Contracting (JOC) for Mechanical Services agreements under RFP No. 2025-027 with Crawford Mechanical Services, LLC , Go To Services, Inc, TD Industries, Inc. each in an amount not to exceed $150,000 per year, for an initial one-year term with up to four additional one-year renewal options. Suggested Motion Move to approve the award of Job Order Contracting (JOC) Mechanical Services agreements, 2026-072, 2026-073, and 2025-074, under RFP No. 2025-027 to three qualified contractors, each in an amount not to exceed $150,000 per year. FISCAL IMPACT Fiscal Impact: $150,000 Budget Reference: Council Approved FY26 Budget Funding Source: CIP, Facilities, Capital Reserve, Public Works & Community Services ATTACHMENTS 1. 2026-072_Crawford Mechanical 2. 2026-073_Go To Services 3. 2026-074_TDIndustries