Fremont City Council Meeting: 07/16/24 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5213) DOC ID: 5213
Updated: 7/11/2024 2:44 AM by Dina Lewis Page 1
ON-CALL WATER WELL MAINTENANCE SERVICES - Authorize the City Manager or Designee to Execute an On-Call Maintenance Service Agreement With Pitcher Services, LLC., In an Amount Not to Exceed $750,000.
Contact Persons:
Name: Juan Barajas Kelly King
Title: Parks Superintendent Deputy Director of Maint. & Business Operations
Div/Dept: Maintenance Operations Maintenance Operations Phone: 510-979-5780 510-979-5753
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate a service agreement for on-call water well services with Pitcher Services, LLC.
BACKGROUND: On-call maintenance service agreements are used for services that City staff do not have the expertise to perform in-house. Currently, the City has needed to rehabilitate existing irrigation system water wells and pump systems in City parks where there is a decrease in capacity, bacteriological problems, or other well production issues.
The work performed under the agreement will provide water well evaluations, maintenance, repairs, and design services for existing and new City wells, pumps, electric motor assemblies, and mechanical equipment on an as-needed basis.
DISCUSSION/ANALYSIS: On May 6, 2024, the City issued a Request for Proposals for On-Call Water Well Maintenance Services. The selected contractor will work under a three-year service agreement. At the end of the three-year term, the City may renew the agreement for two additional one-year terms.
Two proposals were received from the following companies: Maggiora Bros Drilling, and Pitcher Services, LLC. An evaluation panel comprised of City staff evaluated the proposals based on qualifications, feasibility, billing rates, responsiveness, and service agreement terms. Based on the evaluation results, staff recommended approval of the service agreement with Pitcher Services, LLC, to provide the services outlined in the RFP, as they have been identified as the most qualified bidder including presenting the lowest rates.
The service agreement would be awarded with a not-to-exceed amount of $150,000 per year for the initial three-year term. At the end of the three-year term, the City will have the option to extend the agreement for up to two additional one-year terms, with a Not-to-Exceed amount of $150,000 per year, for a total Not-to-Exceed amount of $750,000.
FISCAL IMPACT: All work performed by the contractor under the On-Call Service Agreement will be restricted to the funds appropriated and available for the specific project for which the work is required.
ENVIRONMENTAL REVIEW: The recommended action as a whole is exempt from the California Environmental Quality Act, without limitation, because it is not a project as Council Staff Report (ID # 5213) Meeting of July 16, 2024 Updated: 7/11/2024 2:44 AM by Dina Lewis Page 2
defined by Pub. Res. Code Section 21065 and is further exempt from review under CEQA Guidelines Section 15378(b)(2),(4) and/or (5), and or 15061(b)(3), as an administrative, fiscal, and maintenance activity, which has no possibility directly or indirectly to cause a significant adverse effect on the physical environment. Improvements to existing public structures may be considered a project under CEQA and if so, would be subject to appropriate environmental review before approval of those individual projects, in conformance with CEQA.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or her designee to execute a service agreement with Pitcher Services, LLC., for on-call water well maintenance services in an amount not to exceed $150,000 per year for the initial three-year term, with the option to extend the agreement for up to two additional one-year terms in an amount not to exceed $150,000 per year, for a total not-to-exceed amount of $750,000.