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HomeMy WebLinkAbout2014-02-11 - AGENDA REPORTS - ELECTRICAL SERVICES CONTRS (2)Agenda Item: 2 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Joseph Oerum DATE: February 11, 2014 SUBJECT: AWARD CONTRACTS FOR "AS NEEDED ELECTRICAL SERVICES" DEPARTMENT: City Manager's Office RECOMMENDED ACTION City Council: 1. Award contracts to T&D Electric, H&S Electric, and Michael's Electrical for "As Needed Electrical Services" in an amount not to exceed $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 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 emergency 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, DIR (Department of Industrial Relations) 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. Staff, in establishing these contracts, intends to enhance availability and ease accessibility to the specified contract services. 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 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. Currently, if an "emergency" arises, staff must bid or quote the work and start a new contract with insurance for each situation. Having contracts in place with identified pricing, will allow staff to respond to emergencies in a much more timely fashion as no addtional 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: T&D Electric, H&S Electric, and Michael's 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 accomodate more than one department, and more than one repair or maintenance project at a time, staff determined that three vendors with a $150,000 contract amount 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 December 13, 2013, a bid was posted on the City's Bid Management website for "As Needed Electrical Services." Planet Bids notified 376 vendors, and 16 vendors downloaded the bid. As a result, four bids in response were received and opened by Purchasing staff on January 16, 2014. The results of the bids are shown below: COMPANY LOCATION BID AMOUNT T&D Electric Santa Clarita, CA $2,123.00 H&S Electric Santa Clarita, CA $2,984.96 Michael's Electrical Valencia, CA $5,825.00 Utility Builders Corp. Reseda, CA $7,410.00 Specifications and pricing sheets included standard and non-standard (emergency) projects for vendors to price, on an hourly basis. Staff chose three vendors from the lowest, most responsible and responsive vendors: T&D Electric, H&S Electric, and Michael's Electrical.