Title:
Title
Contracts: On-Call Maintenance Services for Fencing, Painting and Tree Work
End
FileID
File ID: 2018-01557
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion authorizing the City Manager or the City Manager's designee to: 1) execute Maintenance Agreements with a) Crusader Fence Company, Inc., b) D&H Painting, Inc., c) Fallen Leaf Tree Management, d) River City Painting and e) S&S Fence to provide On-Call Contractor Services for an initial term of three years with the option to extend for two additional years, for a total amount not-to-exceed $250,000 to $500,000 per contract; and 2) approve the one-year extensions, provided that sufficient funds are available for this purpose in the budget adopted for the applicable fiscal years.
Contact: Stacy Larkin, Program Analyst, (916) 808-6356; William Busath, Director of Utilities (916) 808-1434; Department of Utilities
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Maintenance Agreement: Crusader Fence
3-Maintenance Agreement: D&H Painting
4-Maintenance Agreement: Fallen Leaf Tree Management
5-Maintenance Agreement: River City Painting
6-Maintenance Agreement: S&S Fence
Description/Analysis
Issue Detail: The Department of Utilities (DOU) has an ongoing need for On-Call Maintenance in the areas of Fencing, Tree Pruning/Trimming, and Painting.
Policy Considerations: City Council approval is required for contracts of $100,000 or more.
Economic Impacts: None
Environmental Considerations: The Community Development Department, Environmental Services Manager has determined that the proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378(b). The activity is a continuing administrative or maintenance activity, such as the purchase of supplies and/or personnel-related actions and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: Not Applicable
Commission/Committee Action: Not Applicable
Rationale for Recommendation: On March 16, 2018, the Department of Public Works advertised a Request for Proposal (RFP) for On-Call (Various) Trades Opportunity. This solicitation resulted in 69 on-call contract awards. Through the approval process, other City departments were authorized to use the On-Call Master Contractor Services List for competitive bidding purposes, provided that each department obtains appropriate approvals and executes its own agreements and purchase orders.
DOU staff recommends Council approval to enter into its own agreements with five of the contractors for the three-year term:
• D&H Painting, Inc. for a total amount not to exceed $500,000
• River City Painting for a total amount not to exceed $500,000
• Fallen Leaf Tree Management for a total amount not to exceed $250,000
• Crusader Fence Company, Inc. for a total amount not to exceed $300,000
• S&S Fence for a total amount not to exceed $300,000
Financial Considerations: The contracts range in amounts depending on the vendor and service, for not-to-exceed totals of $250,000 to $500,000 for the full term. Contractors may have multiple assignments each year, however, the aggregate amount will not exceed the contract amounts as identified in each agreement.
Sufficient funds are available in the Department of Utilities FY2018/19 Operating Budget through June 30, 2019 for the services. Services received after June 30, 2019 will be subject to funding availability in the budget adopted for the applicable fiscal years. Services for each project will be requested, at the time the request for maintenance is made, provided that sufficient funds are available in each of the projects.
There are no impacts to the General Fund for this Agreement.
Local Business Enterprise (LBE): The minimum LBE participation requirement is waived as the City has suspended competitive bidding and utilized an alternate procurement method to select vendors.