Camarillo City Council
AGENDA REPORT
Date: April 9, 2025
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: On-Call Trade Work – Amend Contractor Agreements
BACKGROUND
The City of Camarillo (City) and the Camarillo Sanitary District (CSD) routinely utilize numerous contractors for a variety of services. To improve the efficiency and timeliness of completing necessary repairs and small projects, On-Call Trade Agreements with multiple contractors are utilized for those services most frequently used by the City and CSD.
When on-call contractor services are required for public project work, staff endeavors to solicit pricing in accordance with the City’s Procurement Policy and issues a task order to the selected contractor. Multiple task orders may be issued to one contractor for different projects.
On January 22, 2025, the City Council made several amendments to Policy 4.01 – Procurement. Previously, on-call contracts were awarded with a not-to-exceed amount of up to $60,000, and cumulatively task orders could not exceed $60,000. The City Council approved staff’s recommendation that the not-to-exceed amount be eliminated for on-call contracts and would instead be managed by dollar limits at the task order level:
• Task Orders up to $25,000: the authority to award is the Department Director or his/her designee.
• Task Orders over $25,000 and up to $200,000: the authority to award is the Purchasing Officer or his/her designee.
• Task Orders over $200,000: will require a separate complete solicitation through a Formal Solicitation Process.
On-Call Trade Work – Amend Contractor Agreements
April 9, 2025
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DISCUSSION
As a result of Council’s policy direction in January, it is prudent to amend several existing on-call contracts before the end of the fiscal year to remove the not-to-exceed amounts previously approved for Fiscal Year 2024-25. This will allow staff to expedite work on projects already in progress, using previously approved vendors and the new task order thresholds.
In reviewing work completed since Policy 4.01-Procurement was amended, and current department workplans for the remainder of the fiscal year, it is recommended that the following on-call contracts be amended:
Vendor
Original
Agreement
Number
Previous
Not-to-Exceed
Amount
Eliminate
Not-to-Exceed
Amount?
MJB Electric No. 2024-76 $100,000 Yes
Ray-Mac Painting No. 2024-85 $60,000 Yes
Vogue Sign Co. No 2024-101 $60,000 Yes
Staff will likely come back to Council for authorization this fiscal year, to amend additional on-call agreements for professional services should the need arise.
FISCAL IMPACT
There is no budget impact as a result of this action.
CEQA DETERMINATIONS
City staff has determined, in accordance with Section 15061(b)(3) of the California Environmental Quality Act (CEQA) Guidelines, that on-call contract amendments are not subject to CEQA review because it can be seen with certainty that there is no possibility that the on-call contract amendments may have a significant effect on the environment.
RECOMMENDATION
1. Authorize the City Manager to execute the amendment to agreement number 2024-76 with MJB Electric, and remove the not-to-exceed language;
2. Authorize the City Manager to execute the amendment to agreement number 2024-85 with Ray-Mac Painting, and remove the not-to-exceed language; On-Call Trade Work – Amend Contractor Agreements
April 9, 2025
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3. Authorize the City Manager to execute the amendment to agreement number 2024-101 with Vogue Sign Co. and remove the not-to-exceed language.
ATTACHMENTS
1. Agreement 2024-76A MJB Electric
2. Agreement 2024-85A Ray-Mac Painting
3. Agreement 2024-101A Vogue Sign Co.
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None.