HomeMy WebLinkAbout2017-02-14 - AGENDA REPORTS - AS NEEDED GENERAL CONTRACTOR (2)Agenda Item: 7
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: fill
DATE: February 14, 2017
SUBJECT: AWARD CONTRACTS FOR "AS NEEDED GENERAL
CONTRACTOR SERVICES"
DEPARTMENT: Administrative Services
PRESENTER: Joseph Oerum
RECOMMENDED ACTION
City Council:
1. Award contracts to Sparta Construction, Omega Construction, and Build 345 for "As -Needed
General Contractor Services" in an amount up to $200,000 per contract.
2. Authorize the City Manager or designee to modify all documents to contract with the next
lowest and/or qualified bidder(s)/proposer(s) in the event an awardee is unable to fulfill its
obligations or perform, subject to City Attorney final document approval.
BACKGROUND
The City of Santa Clarita (City) maintains and leases multiple buildings, paseos, parks,
playgrounds, bus stops, pedestrian bridges, tunnels, train stations, and libraries within the City
limits. There has been an ongoing need by City department staff for on -call General Contractor
services for repairs and service calls, many of which are needed on an urgent basis. Projects
such as those specified in the bid are outside of the scope of City staffs abilities based on the
demand for specialized skills, equipment, and licenses, as well as time constraints. Because
these service needs cannot be foreseen, the City of Santa Clarita sought to solicit bids from
qualified contractors with a valid California State Contractor's Class B License for on -call
general contracts for maintenance and repairs ranging from (but not limited to) service requests
for re -pipe, concrete grinding and trouble -shooting, and other such general contractor work, with
like for like parts. The contractor is expected to provide labor and labor supervision, furnish
approved material and services to install, modify, and/or repair with regards to general
construction. The City of Santa Clarita has a contract in place with an "as -needed" contractor,
which is set to expire February 11, 2017. Staff, in establishing these contracts, intends to
enhance availability, and ease accessibility to the specified contract services.
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The contracts are not intended to imply or guarantee that all work, or any minimum percentage
of work in the specified trades, will be given to any contractor.
Additionally, contracts can take up to ten (10) days or more to be established: sending for
vendor signatures, routing through the City procedures, receiving and verifying liability, auto
and worker's compensation insurances, etc. Having contracts in place with the identified pricing
will allow staff to respond to situations in a much more timely fashion, as no additional contracts
will need to be routed, and insurance will be set within these contracts.
The published specifications established a standard rate for general maintenance and repair work
delivered to the City of Santa Clarita. No work requests will be issued that may constitute a
public project effort or any project that would be in excess of required Council approval.
Additionally, it was established and agreed upon by all participating contractors that all parts
would be billed at vendor cost plus no more than 15% upcharge, and all material and equipment
replacements shall be from nationally recognized brands and on a City -approved "or equal"
basis.
Prior to the start of any work, staff will approve a detailed quote from the selected vendor for all
work to be performed along with a timeline.
During the contract period of one year plus two possible one-year renewals, staff will be able to
utilize one of three vendors chosen: Sparta Construction, Omega Construction, and Build 345.
Each vendor will have a fully executed contract with hourly pricing that was established in their
original bid responses and will therefore be able to move into work mode immediately upon
approval of their work order by City staff. Because of the various divisions that require these
services, and to accommodate more than one department simultaneously and more than one
repair or maintenance project at a time, staff determined that three vendors with contracts in an
amount up to $200,000 per contract would be the best and most cost-effective use of the
contracts.
Costs for repairs are budgeted annually in each department based on historical expenditures. The
"As -Needed" contracts will not exceed any of the departments' budgeted amounts.
On October 20, 2016, a bid was posted on the City's Bid Management website for "As -Needed
General Contractor Services." Planet Bids notified 480 vendors, and 25 vendors reviewed it.
As a result, six bid responses were received and opened by Purchasing staff on November 18,
2016. The results of the bids are shown below:
COMPANY
LOCATION
POINTS AWARD
Sparta Construction
Santa Clarita, CA
81
Omega Construction
Northridge, CA
66
Build 345
Santa Clarita, CA
55.5
Dekan Construction
Santa Clarita, CA
55
Dexterous Construction
Los Angeles, CA
33
Ramco Construction
Agua Dulce, CA
20
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Specifications and pricing sheets included standard and non-standard (emergency) projects for
vendors to price on an hourly basis. In a multiple -criteria bid, based on references, location, an
interview, and pricing, staff chose the three highest scoring vendors: Sparta Construction,
Omega Construction, and Build 345. Sparta Construction and Build 345 are local vendors.
ALTERNATIVE ACTION
Other actions as determined by the City Council.
FISCAL IMPACT
Adequate funds to support these contracts have been approved in various departmental budgets.
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