Title
[Change Order] On Call Contractor Services List
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FileID
File ID: 2026-01580
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Location
Location: Citywide
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Recommendation
Recommendation: Pass a Motion 1) authorizing the City Manager or designee to execute Change Orders to the On-Call Master Contractor Services List with the vendors listed in Exhibit A in an amount not to exceed $300,000 to $600,000 per contract; 2) authorizing the City Manager or designee to execute the contract change orders specified above; and 3) resetting the City Manager's authority to issue change orders for the contracts listed in Exhibit A.
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Contact
Contact: Norm Colby, Facilities & Real Property Superintendent, (916) 808-8335, ncolby@cityofsacramento.org; James Christensen Facilities Manager, (916) 808-5863, jechristensen@cityofsacramento.org, Department of Public Works
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-Exhibit A
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Additional Description/Analysis
IssueDetail
Issue Detail:
On May 30, 2023, the City Council approved an On-Call Contractor Services List for Public Facilities and authorized the City Manager to execute 84 on-call contractor service agreements for a five-year term ending in June 2028. The agreements provide access to qualified contractors across a range of specialized trades and services, with not-to-exceed amounts established for each agreement.
The City’s facilities portfolio requires continuous maintenance, repair, and improvement to remain safe, functional, and available to employees and the public. Facility needs are often unpredictable and time-sensitive and can include building system failures, plumbing and electrical problems, heating and cooling failures, security and life-safety repairs, emergency damage, and other conditions that can disrupt City operations if not addressed promptly. Other work requires specialized trades, equipment, licenses, or expertise that are not available within existing City staffing.
Since 2007, the City has used competitively solicited on-call contractor agreements to provide the flexibility necessary to respond to these needs. The on-call model allows Facilities and Real Property Management to assign work to previously qualified contractors as needs arise rather than conducting a separate procurement for each individual repair or project. This reduces administrative lead time, provides timely access to specialized expertise, supplements limited City staffing capacity, and allows urgent work to proceed before facility conditions become more costly or disruptive.
Utilization of several agreements has occurred more quickly than originally projected due to increased service demands, the age and condition of City facilities and building systems, higher labor, material, and construction costs, and the continued need for specialized contractor support. Based on current expenditures and anticipated facility needs, the vendors identified in Exhibit A are expected to reach their existing contract limits before the agreements expire in June 2028.
Without additional contract authority, the City could lose access to these contractors before the end of the existing contract term. This could require staff to delay necessary work, shift work to other agreements with limited available capacity, or initiate additional procurements. For urgent repairs and specialized facility work, these delays could result in greater facility deterioration, longer operational disruptions, increased costs, and avoidable health, safety, security, or service impacts.
The proposed change orders increase the not-to-exceed amounts for the agreements identified in Exhibit A so the City can continue utilizing the existing competitively solicited contractor pool through June 2028. Approval does not extend the contract terms, expand the existing scopes of work, authorize specific projects, or by itself commit the City to additional expenditures. Work will be authorized only as specific needs are identified and sufficient funding is available within approved operating or capital budgets.
Increasing the contract capacity now preserves the City’s ability to respond promptly to facility failures, emergency and time-sensitive repairs, specialized trade needs, and planned maintenance and improvement work while maintaining continuity of essential City operations through the remainder of the existing contract term.
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PolicyConsiderations
Policy Considerations: The recommendations in this report are in accordance with the provisions of City Code Chapter 3.04.020 of the City Manager’s authority to execute contract amendments.
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EconomicImpacts
Economic Impacts: None
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EnvironmentalConsiderations
Environmental Considerations: California Environmental Quality Act: No environmental review is necessary because the recommendations in this report involve the repair of an existing structure with no expansion beyond the previously existing level of use and are therefore considered to be an exempt project or activity in accordance with Section 15301 of the CEQA Guidelines.
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Sustainability
Sustainability: Not applicable
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Commission/Committee Action
Commission/Committee Action: Not applicable
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RationaleforRecommendation
Rationale for Recommendation:
Approval of the proposed change orders is recommended to maintain uninterrupted access to qualified, competitively selected contractors needed to support the City’s facilities through June 2028. Several agreements are being utilized more quickly than originally anticipated due to increased service demands, aging facilities and building systems, higher labor and material costs, and the need for specialized contractor support.
Increasing the contract authority will allow the City to continue responding promptly to emergency and time-sensitive repairs, facility failures, specialized trade needs, and planned maintenance and improvement work. Without sufficient contract capacity, necessary work could be delayed while additional procurement is completed, potentially resulting in increased costs, extended facility disruptions, further deterioration of City assets, and impacts to City operations and services.
The proposed action does not extend the contract terms, expand the existing scopes of work, or commit the City to additional expenditures. Rather, it preserves the City’s ability to efficiently use the existing competitively solicited contractor pool as specific needs arise and funding is available.
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FinancialConsiderations
Financial Considerations: Purchase orders encumbering funds under these agreements will not be created until projects are identified. Funding for each purchase order will be provided for in capital improvements project budgets, which could include local or state funds, or in department operating budgets as projects are identified.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): Vendor listed in Exhibit A are LBE’s.
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