HomeMy WebLinkAbout2017-02-14 - AGENDA REPORTS - AS NEEDED ELECTRICAL SERVICES (2)Agenda Item: 9
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: fill
DATE: February 14, 2017
SUBJECT: AWARD CONTRACTS FOR "AS -NEEDED ELECTRICAL
SERVICES"
DEPARTMENT: Administrative Services
PRESENTER: Joseph Oerum
RECOMMENDED ACTION
City Council:
1. Award contracts to H&S Electric, Taft Electrical, and GFI Electrical for "As -Needed
Electrical Services" in an amount up to $150,000 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 lighting and electrical for multiple buildings, paseos,
parks, playgrounds, pedestrian bridges, tunnels, train stations, and libraries within the City
limits. There has been an ongoing need by City department staff for "on -call" Electrical
Contractor services for repairs and service calls, many of which are needed on an urgent basis.
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 A or C-10 License,
Department of Industrial Relations (DIR) Certified, for on -call electrical contracts for
maintenance and repairs ranging from (but not limited to) service requests for 20' lighting pole
lens replacement and repair, conduit installation and trouble -shooting, and other such general
electrical 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 contracts in place with "as -needed"
contractors, which are set to expire February 11, 2017. In establishing these contracts, staff
intends to enhance availability and ease accessibility to the specified contract services.
Page 1
Packet Pg. 85
O
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 City procedures, receiving and verifying liability, auto and
worker's compensation insurances, etc. Having contracts in place with 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 electrical 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 renewal years, staff will be able to
utilize one of three vendors chosen: H&S Electrical, Taft Electrical, and GFI Electrical, all of
which are local vendors. 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 $150,000 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 November 16, 2016, a bid was posted on the City's Bid Management website for "As -
Needed Electrical Services." Planet Bids notified 797 vendors, and 27 vendors reviewed the bid.
As a result, five bids in response to this solicitation were received and opened by Purchasing
staff on December 12, 2016. The results of the bid ratings are shown below:
COMPANY
H&S Electric
Taft Electrical
GFI Electrical
Valle Grande Electrical
M Brey Electrical
LOCATION
Santa Clarita, CA
Santa Clarita, CA
Santa Clarita, CA
Chatsworth, CA
Beaumont, CA
POINTS AWARD
68.5
65
63
58
37
Page 2
Packet Pg. 86
O
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: H&S Electric, Taft
Electrical, and GFI Electrical. All are local vendors.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds to support these contracts have been approved in various departmental budgets.
Page 3
Packet Pg. 87