HomeMy WebLinkAbout2014-02-11 - AGENDA REPORTS - GENERAL CONTRACTOR SERVICES (2)role) M1 aftd Fey.va UNI
DATE:
SUBJECT:
DEPARTMENT:
Agenda Item• 3
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval:
Item to be presented by:
February 11, 2014
Joseph Oenun
AWARD CONTRACTS FOR "AS NEEDED GENERAL
CONTRACTOR SERVICES"
City Manager's Office
RECOMMENDED ACTION
City Council:
1. Award contracts to Sparta Builders, Fast -Track Construction, and H&F Gomez Construction
for "As Needed General Contractor Services" in the amounts of $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 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 emergency 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
APPIROGUED
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. 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 the 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 the identified pricing, will allow staff to respond to emergencies 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 renewal years, staff will be able to
utilize one of three vendors chosen: H&F Gomez Construction, Sparta Builders (a local vendor),
and Fast -Track Construction. 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 November 27, 2013, a bid was posted on the City's Bid Management website for "As
Needed General Contractor Services." Planet Bids notified 442 vendors, and 40 vendors
downloaded.
As a result, seven bids in response were received and opened by Purchasing staff on
17
January 8, 2014. The results of the bids are shown below:
COMPANY
H&F Gomez Construction Inc
Aliano Construction
Sparta Builders
Fast -Track Construction
Nel General Builders Inc
Draper Construction Inc
Everlast Builders Inc
LOCATION
BID AMOUNT
Los Angeles, CA
$ 815.56
Valencia, CA
$ 860.00
Valencia, CA
$1,089.07
Culver City, CA
$1,250.00
Pasadena, CA
$1,450.00
Somis, CA
$1,860.00
Canyon Country, CA
$2,237.00
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: H&F Gomez Construction, Sparta Builders (a local vendor), and
Fast -Track Construction.
While Aliano Construction, a local vendor, returned one of the low bids, they failed to comply
with bidding instructions. Aliano Construction was deemed non-responsive for several reasons
including failure to sign and return the City's bid documents as specified in Item 1 of section A,
Bid Instructions, and failure to acknowledge City contract requirements.
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.
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