TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Erick Lee, Public Works Director
Sean Roberts, Field Operations Manager
Nicky Petroff, Senior Management Analyst
SUBJECT:Title
Consideration of Resolutions Approving On-Call Maintenance Services Agreements for Electrical and Plumbing Services with Various Contractors in the Amount of $300,000 per Agreement (Public Works Director Lee).
ADOPT RESOLUTION NOS. 23-0141 AND 23-0142
Body
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RECOMMENDATION:
Staff recommends that the City Council:
1. Adopt Resolution Nos. 23-0141 and 23-0142 approving maintenance services agreements for On-Call Electrical and Plumbing Services:
a. One agreement to Amtek Construction for on-call electrical services in an amount not to exceed $300,000 for a three-year term;
b. One agreement to ACCO Engineered Systems for on-call plumbing services in an amount not to exceed $300,000 for a three-year term;
2. Authorize the City Manager and/or their designee to extend the agreements for up to two additional one-year terms.
FISCAL IMPLICATIONS:
A total authorization of $600,000 is being requested for on-call agreements for electrical and plumbing services. If approved, each agreement will have a three-year term with a total not to exceed amount of $300,000. Staff anticipates expenditures with each vendor should not surpass $100,000 annually. Additionally, each agreement allows for two optional one-year extensions applicable to the term only.
The City Council’s approval of the agreements is required as the amount associated with each agreement exceeds the City Manager’s awarding authority. Sufficient funding for the agreement is available in the Department’s budget for the current fiscal year within the Parking and Building & Grounds Maintenance Funds. Future years will be budgeted accordingly.
BACKGROUND:
The City provides building maintenance services to several buildings and structures. The Public Works Department maintains these buildings using a combination of City staff and contractors through ongoing maintenance agreements and capital projects.
Throughout the year, the City provides ongoing preventative and responsive maintenance services. Additional unplanned and unanticipated maintenance needs require immediate response to ensure the safety and protection of life and property and to ensure the continuity of City operations. Each agreement will ensure the continuation of the necessary services in a timely and costly manner.
DISCUSSION:
Two separate Request for Proposals (RFP) were issued for On-Call Electrical and On-Call Plumbing Services. The scope of work for each RFP consists of on-call scheduled and emergency maintenance services.
The evaluation criteria for this service contract and vendor selection are based on several factors, including but not limited to:
• Contractor’s Qualifications and Experience in Providing Services
• Availability of Trained Staff in the Los Angeles Area
• References
• The costs, quality, service, fitness, the bidder's ability to deliver, availability, prior experience, and other factors relating to the City's particular needs
RFP# 1306-23: On-Call Electrical, issued June 12, 2023
Proposal Results:
|
1. Amtek Construction |
Only Proposal Received, Responsive |
RFP# 1312-23: On-Call Plumbing, issued May 17, 2023
Proposal Results:
|
1. ACCO Engineered SystemsLowest Responsible Bidder |
|
|
2. KPS Plumbing |
Lowest Bidder, Lowest Overall Score |
|
3. Second City Plumbing |
Highest Overall Cost |
|
4. Verne’s Plumbing |
Least Responsive Proposal |
While KPS Plumbing submitted the lowest cost proposal for on-call plumbing services, this vendor is not available to respond to urgent City requests 24/7. Therefore, this proposal received the lowest score.
Based on the criteria above, Amtek Construction and ACCO Engineered Systems demonstrated a clear understanding of the scope of work for each required service and were selected as the lowest responsible bidders. Staff recommends the approval of one agreement with each of the two qualified contractors. Each agreement will be for a three-year term with the possibility of two additional one-year extensions.
PUBLIC OUTREACH:
This bid was advertised on the City’s website and OpenGov, a public bid notification board.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The agreements have been reviewed by the City Attorney and are approved as to form.
ATTACHMENTS:
1. Resolution No. 23-0141
2. Agreement - Amtek Construction
3. Resolution No. 23-0142
4. Agreement - ACCO Engineered Systems