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CITY OF GLENDALE, CALIFORNIA
REPORT TO THE CITY COUNCIL
AGENDA ITEM
Report: Public Works Department Building Maintenance and Repair Services at Various City Facilities
1) Resolution Adopting Specification No. 3989, for Electrical Systems Services at Various City Facilities Project, and Directing the City Clerk to Advertise for Bids. 2) Resolution Adopting Specification No. 3990, for Flooring Services at Various City Facilities Project, and Directing the City Clerk to Advertise for Bids. 3) Motion executing a change order to contract 8001567 with Omega Construction Co. Inc. for Citywide General Building Repairs, increasing the contract amount by $300,000 and extending the contract duration by two years, and authorizing the City Manager or his designee to execute the contract change order. 4) Motion executing a change order to Contract 8001569 with Prime Painting Contractors Inc. for Citywide Maintenance and Repair of Painting Systems, increasing the contract amount by $240,000 and extending the contract duration by two years, and authorizing the City Manager or his designee to execute the contract change order.
5) Motion executing a change order to Contract 8001570 with H. L. Moe Co. Inc. for Citywide Maintenance and Repairs of Plumbing Systems, increasing the contract amount by $267,000 and extending the contract duration by two years, and authorizing the City Manager or his designee to execute the contract change order.
6) Motion executing a change order to Contract 8001571 with AME Builders Inc. for Citywide Maintenance and Repair of Roofing Systems, increasing the contract amount by $267,000 and extending the contract duration by two years, and authorizing the City Manager or his designee to execute the contract change order.
COUNCIL ACTION
Item Type: Consent Calendar
Approved for November 5, 2024 calendar
EXECUTIVE SUMMARY
The Public Works Department uses a strategic combination of in-house trades staff and contracted trades to service more than one million square feet of buildings and 18 million square feet of grounds citywide. This strategy allows Public Works variable capacity while {{section.number}}b2
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providing services at a minimal cost. The contracted services requested include electrical, plumbing, flooring, general building repairs, painting, and roofing. Staff proposes to extend the existing contracts for all trades except for electrical and flooring by two years.
For electrical and flooring staff intends to initiate new formal competitive bidding processes.
The requested contracts are budgeted within the Building Maintenance Fund annually and staff estimate the total annual cost of these contracts will be $770,500.
RECOMMENDATION
Approve one resolution adopting specifications for electrical systems services at various city facilities project and directing the City Clerk to advertise for bids, one resolution adopting specifications for flooring systems at various facilities project and directing the City Clerk to advertise for bids, and four motions authorizing contract change orders, to various building maintenance and repair trade services contracts, extending these contracts by two years and adding funds.
ANALYSIS
Glendale voters approved Measure A in March 2024 which allowed the City Council to establish new standards, procedures, rules or relations related to the award and performance of contracts. The Public Works Facilities Maintenance Division oversees numerous building maintenance contracts that will be impacted by these expected changes. Because the new rules and procedures for these contracts are imminent but have not yet been implemented, staff proposes to extend the duration of several existing building maintenance contracts set to expire in 2025 instead of engaging in new formal bidding under the outdated process. Once these contracts expire, they will be bid out under the new process.
Staff reached out to five of the contractors with building maintenance contracts that are set to expire in 2025. All but the electrical systems contractor agreed to extend their pricing into these proposed two-year extensions. For flooring systems, the previous competitive bidding process failed to garner any responsive bids so these services have been provided with annual maintenance contracts for the past few years. As a result, staff proposes to initiate new formal bidding processes for electrical systems maintenance and flooring systems maintenance at this time and extend the four other building maintenance contracts by two years under the existing contract terms.
Electrical Systems
The Public Works Department is responsible for the maintenance and repair of city building electrical systems. The specifications include labor, tools, materials, equipment, supplies, and other related needs for general electrical services at all city facilities. The intent is to establish a new three-year contract for these services for the total not-to- {{section.number}}b3
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exceed amount of $400,000.
Flooring Systems
The Public Works Department is responsible for the maintenance and repair of various types of flooring systems at all city facilities. The specifications include labor, tools, materials, equipment, supplies, and other related needs for flooring system maintenance and repair services at all city facilities. The intent is to establish a new three-year contract for these services, for the total not-to-exceed amount of $300,000.
General Building Repairs
The Public Works Department is responsible for the maintenance and repair of city buildings and structures. The contracted services include labor, tools, materials, equipment, supplies, and other related needs for general building repairs and maintenance services at all city facilities. The existing contract 8001567 with Omega Construction Co. Inc. expires in February 2025. The intent is to extend this three-year maintenance contract for two additional years and increase the total not-to-exceed amount by $300,000 from $598,770 to $898,770.
Protective Coatings and Painting Systems
The Public Works Department is responsible for the maintenance and repair of interior and exterior city building paint and coating systems. The contracted services include labor, tools, material, equipment, supplies, and other related needs for protective coatings and painting services at all city facilities. The existing contract 8001569 with Prime Painting Contractors Inc. expires in February 2025. The intent is to extend this three-year maintenance contract for two addition years and increase the total not-to- exceed amount by $240,000 from $345,600 to $585,600.
Plumbing Systems
The Public Works Department is responsible for the maintenance and repair of city building plumbing systems. The contracted services include labor, tools, materials, equipment, supplies, and other related needs for general plumbing repair and maintenance services at all city facilities. The existing contract 8001570 with H. L. Moe Co. Inc. expires in February 2025. The intent is to extend this three-year maintenance contract for two additional years and increase the total not-to-exceed amount by $267,000 from $449,155 to $716,155.
Roofing Systems
The Public Works Department is responsible for the maintenance and repair of roofing and waterproofing systems. The contracted services include labor, tools, materials, equipment, supplies, and other related needs for general roofing and water proofing services at all city facilities. The existing contract 8001571 with AME Builders Inc. expires in February 2025. The intent is to extend this three-year maintenance contract for two {{section.number}}b4
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additional years and increase the not-to-exceed amount by $267,000 from $490,094 to $757,094.
In order to provide essential building maintenance services for the city, it is the Public Works Department's goal to maintain at least one contract for each of the trades:
electrical, flooring, plumbing, general building, protective coatings and painting, and roofing. By extending four maintenance contracts for two years and authorizing the release of specifications for the establishment of two new three-years contracts, the department will be well positioned to continue with the provision of these vital services over the next couple years.
STAKEHOLDERS/OUTREACH
Building maintenance and repair services contracts will augment Public Works maintenance staff efforts to increase the reliability and conditions of all city facilities. By combining contractors’ access to sophisticated tools and training with staff’s onsite experience and availability, Public Works is able to maintain city facilities that are safe, sturdy and appealing.
Stakeholders include:
•City Employees
•City Residents
•Visitors to City Facilities
No public outreach for these ongoing maintenance contracts is expected to be needed.
FISCAL IMPACT
The building maintenance and repair contracts combined will cost $770,500 in Fiscal Year 2024-25, which was approved as a part of the FY 2024-25 budget. No new appropriation is being requested at this time. The City Council approved funding is outlined below:
Existing Appropriation
Amount Account String Funding Source
$770,500 43110-6070-PWD-7508-P0000 Building Maintenance Fund
The funding for the remaining term of the contracts will be requested as a part of the annual budget process.
ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item includes routine maintenance and repair activities and therefore, not subject to CEQA review.
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CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.
ALTERNATIVES TO STAFF RECOMMENDATION
Alternative 1: The City Council may reject the motions and direct staff to initiate new formal competitive bidding processes for six building maintenance contracts. This option would take more time and follow the outdated process.
Alternative 2: The City Council may reject the resolutions and motions and direct staff to provide these services in-house. This option would cost well more than the proposed contracts by requiring adding additional trades staff and equipment and provide less capacity.
Alternative 3: The City Council may choose to approve fewer services than recommended by staff. Deferring approval would delay essential maintenance and repair services.
Alternative 4: The City Council may consider any other alternative not proposed by staff.
ADMINISTRATIVE ACTION
Submitted by:
Daniel Hernandez, Interim Director of Public Works
Prepared by:
Kevin C. Todd , Assistant Director of Public Works
Approved by:
Roubik R. Golanian, P.E., City Manager
EXHIBITS/ATTACHMENTS
None.