Agenda Item
City Council
Item #: 3.3. 6/27/2023 File #: 23-0165
TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community Services Director
1. SUBJECT
Agreement with Academy Electric, Inc. for electrical preventative maintenance and repairs at park facilities for a total amount not to exceed $162,272.
2. SUMMARY
A four-year agreement to provide electrical preventative maintenance, scheduled repairs, and emergency repairs at park facilities in an amount not to exceed $40,568 annually, for a four-year total of $162,272.
3. RECOMMENDED ACTION
Approve an agreement with Academy Electric, Inc., in the amount of $162,272 for electrical maintenance at park facilities; and authorize the Mayor and City Clerk to execute on behalf of the City.
4. FISCAL IMPACT
The total expenditure for this four-year agreement is $162,272 and will be funded through General Fund (100).
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community.
b: Provide and maintain infrastructure necessary to ensure the safety of the public.
Goal 3: Enhance and promote quality of life in the community. a: Renovate, maintain, develop, and/or expand public use places and spaces.
6. DISCUSSION AND BACKGROUND
The Community Services Department oversees the maintenance of all park electrical systems and utilizes contract services for preventative maintenance, scheduled repairs, and emergency repairs.
Preventative electrical maintenance protects systems from failure resulting from old components and ensures the safety and dependability of park facilities. In addition, preventative maintenance has proven effective in prolonging the life of the electrical infrastructure and minimizing down time due to electrical issues. On occasion, it is necessary for emergency repairs to be made promptly to avoid having public park areas be poorly lit and unavailable for use, resulting in the cancellation of programs and a loss of revenue. The current agreement for services expires June 30, 2023.
Staff issued a Request for Bid (RFB) for electrical preventative maintenance and repair (Bid No.22- City of Orange Printed on 6/21/2023Page 1 of 2
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Item #: 3.3. 6/27/2023 File #: 23-0165
Staff issued a Request for Bid (RFB) for electrical preventative maintenance and repair (Bid No.22-
23.39) in April 2023 and three bids were received:
1. Embee Technologies, Irvine, CA $28,756
2. Academy Electric, Inc., Orange, CA $36,880
3. Bear Electrical Solutions, Alviso, CA $99,000
The lowest responsive bid received was from Embee Technologies (Embee) in the amount of $28,756. Staff contacted the references Embee provided and confirmed that the bidder has no record of success with similar scopes of work, and therefore, a lack of adequate experience. The next lowest and most responsible bid was from Academy Electric, Inc. (Academy) in the amount of $36,880. Academy is the current vendor and has provided satisfactory service. Staff also verified the qualifications of Academy with references provided for similar projects and received positive responses.
The term of this proposed agreement is four years with Academy’sproposed cost at $36,880 per year, for a total of $147,520 for four years. All rates remain consistent for each of the four years. As unforeseen and extensive electrical repairs may be needed due to aging park infrastructures, a 10 percent annual contingency of $3,688 is included. Therefore, the total not to exceed amount is $40,568 annually, for a four-year total of $162,272. The agreement will be funded by the General Fund (100). Funding for the remaining years of the agreement is dependent upon City Council approval of the annual budget.
7. ATTACHMENTS
· Maintenance Services Agreement with Academy Electric
City of Orange Printed on 6/21/2023Page 2 of 2
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