Susana Alcala Wood, City Attorney Jorge Oseguera, City Auditor Mindy Cuppy, City Clerk Howard Chan, City Manager John Colville, City Treasurer City Council Report
915 I Street, 1st Floor
Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-00759 April 19, 2022 Consent Item 09
Title: Change Order No. 1: Facilities On Call Master Contractor Services List for Repair and Maintenance
Location: Citywide
Recommendation: Pass a Motion 1) authorizing the City Manager’s designee to execute Change Orders to the On-Call Master Contractor Services List with the vendors listed in Exhibit A in an amount not to exceed $250,000 to $500,000 per contract; 2) authorizing the City Manager or the City Manager’s designee to execute the contract change orders specified in Exhibit A; and 3) resetting the City Manager's authority to issue change orders for the contracts listed in Exhibit A.
Contact: Norm Colby, Facilities & Real Property Superintendent, (916) 808-8335, [email protected]
; James Christensen Facilities Manager, (916) 808-5863, [email protected], Department of Public Works
Presenter: None
Attachments:
1-Description/Analysis
2-Exhibit A
3-Change Orders
Description/Analysis
Issue Detail: In 2018, the City Council authorized On-Call Master Contract Service Contracts for a period of five years with several vendors (Motion 2018-0256). In total, 69 contracts were executed in amounts ranging from $200,000 to $600,000 per contract. The current contracts will expire in July 2023. At current expenditure rates, there is not sufficient funding authorization for the following contracts to continue services through July 2023: NFB Engineering Inc., Crusader Fence, S& S Fencing, L & M Rental Fence, Overhead Door, DFS Flooring, Madsen Roofing & Waterproofing, Inc., PARC Specialty, Collins Electric, Elite Power, Marquee Fire Protection, Sunbelt Controls, ACCO Engineered System, MESA Energy Systems, Inc., TDP Construction Services, Inc., and New Glass Unlimited. The Change Orders listed in Exhibit A will increase the authorized not-to-exceed amount for these contracts to allow the facilities maintenance staff to continue to access these services as needed for cost effective and efficient project delivery.
Policy Considerations: The recommendations in this report are in accordance with the provisions of City Code Chapter 3.60.
Economic Impacts: None at this time. Individual task orders will be issued on an as-needed basis that will have positive economic impacts.
Environmental Considerations:
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the repair of an existing structure with no expansion beyond the previously existing level of use and are therefore considered to be an exempt project or activity in accordance with Section 15301 of the CEQA Guidelines.
Sustainability: None
Commission/Committee Action: None
Rationale for Recommendation: Approval of Change Order No. 1 in the amounts listed in Exhibit A with NFB Engineering Inc., Crusader Fence, S& S Fencing, L & M Rental Fence, Overhead Door, DFS Flooring, Madsen Roofing & Waterproofing, Inc, PARC Specialty, Collins Electric, Elite Power, Marquee Fire Protection, Sunbelt Controls, ACCO Engineered System, MESA Energy Systems, Inc., TDP Construction Services, Inc., and New Glass Unlimited is necessary to support effective and cost-effective delivery of facility maintenance projects through the contract expiration in July 2023.
Over the past two years, Facilities maintenance staff has had to change their practice and delivery of routine maintenance and projects due to the COVID 19 pandemic. With staff shortages and other impacts, it has been necessary to rely on our outside vendors more often.
Financial Considerations: The total Change Order dollar amount for each contract is based on utilization levels while the On-Call Master Contractor Services Contracts has been in use.
Purchase orders encumbering funds under these contracts will not be created until projects are identified and funding is secured. Funding for each purchase order will be provided for in capital improvements project budgets, which could include local or state funds, or in department operating budgets as projects are identified. Contractors may have multiple assignments; however, the aggregate amount shall not exceed the total contract amounts as identified in Exhibit A.
Local Business Enterprise (LBE): Vendor listed in Exhibit A are not all LBE’s. The minimum LBE participation requirement was waived as the City has suspended competitive bidding and utilized an alternate procurement method to select vendors.
EXHIBIT A
On- Call Master Contractor Service Change Order List
Type of Service Firm Name Change
Order
Amount
LBE
Concrete
Cutting/Concrete
Pouring Services
NFB Engineering, Inc. $300,000 Yes
Fencing (Wood/Chain
Link/ Metal)
Crusader Fence
S&S Fencing
$500,000 Yes
Temporary Construction
Fencing Services
L & M Rental Fence $500,000 Yes
Overhead Door
Maintenance and Repair
Overhead Door $300,000 Yes
Flooring Services DFS Flooring $300,000 Yes
Roofing Services Madsen Roofing &
Waterproofing, Inc.
$300,000 Yes
Hazardous Abatement,
Disposal & Remediation
Parc Specialty
Contractors
$300,000 No
Electrical General (Less
than 600 Volts)
Collins Electric
Elite Power
$300,000 Yes
Fire Sprinkler System
Services
Marquee Fire Protection $250,000 Yes
HVAC Controls Services Sunbelt Controls
ACCO Engineered
System
$250,000 No
Yes
HVAC Large Tonnage-
Commercial
ACCO Engineered
System
MESA Energy Systems
$250,000 Yes
Yes
Drywall & Finishing TDP $250,000 Yes
Cabinet & Countertop TDP $250,000 Yes
Glass/Mirror/Store Front
Repair and Replacement
Services
New Glass Unlimited $250,000 Yes
03/24/2022
03/24/2022
03/24/2022
03/24/2022
03/24/2022
03/24/2022
City of Sacramento
CHANGE ORDER
Contract #: 2018-1093 DATE:07/24/2018 Budget #:
Purchase Order #: Change Order #: 1
TO: Madsen Roofing & Waterproofing, Inc.
Contract For: On-Call Various Contracting Services- Roofing Services
Upon mutual acceptance of this document the City of Sacramento, hereinafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:
Description: Increase in contract not to exceed amount for job/task order On Call Various Trades Maintenance Contract. Sufficient funding will exist for each job/task order executed.
Additional Work: None
The original contract sum was $ 500,000.00
Net change by previous Change Orders $ 0.00 The contract sum prior to this Change Order was $ 500,000.00 The contract sum will be increased by this Change Order $ 300,000.00 New contract sum including all Change Orders $ 800,000.00
Contractor agrees that the amount of increase or decrease in the contract sum specified in this Change Order shall constitute full compensation for the work required by this Change Order, including but not limited to all compensation for the additional costs, if any, which may accrue to the Contractor by reason of any change in work schedules, other contract or cost of the project in any way made necessary by this Change Order. The time for performance of the contract will be extended to 07/24/2023 to complete the project by reason of the performance of the work required by this Change Order. Except as herein above expressly provided, Contractor further agrees that the performance of the work specified in this Change Order or the rescheduling of the other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the contract between the City and Contractor for the project.
Approval Recommended By: Approved By:
______________________________ ______________________________ Project Manager Date Hector Barron Date Assistant City Manager
Approved By: Approved By:
3/29/2022 ______________________________
Contractor Date City Clerk
Approved By:
______________________________
City Attorney
03/24/2022
City of Sacramento
CHANGE ORDER
Contract #: 2018-1053 DATE:07/24/2018 Budget #:
Purchase Order #: Change Order #: 1
TO: PARC Specialty
Contract For: On-Call Various Contracting Services- Hazardous Materials Abatement
Upon mutual acceptance of this document the City of Sacramento, hereinafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:
Description: Increase in contract not to exceed amount for job/task order On Call Various Trades Maintenance Contract. Sufficient funding will exist for each job/task order executed.
Additional Work: None
The original contract sum was $ 600,000.00
Net change by previous Change Orders $ 0.00 The contract sum prior to this Change Order was $ 600,000.00 The contract sum will be increased by this Change Order $ 300,000.00 New contract sum including all Change Orders $ 900,000.00
Contractor agrees that the amount of increase or decrease in the contract sum specified in this Change Order shall constitute full compensation for the work required by this Change Order, including but not limited to all compensation for the additional costs, if any, which may accrue to the Contractor by reason of any change in work schedules, other contract or cost of the project in any way made necessary by this Change Order. The time for performance of the contract will be extended to 07/24/2023 to complete the project by reason of the performance of the work required by this Change Order. Except as herein above expressly provided, Contractor further agrees that the performance of the work specified in this Change Order or the rescheduling of the other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the contract between the City and Contractor for the project.
Approval Recommended By: Approved By:
______________________________ ______________________________ Project Manager Date Hector Barron Date Assistant City Manager
Approved By: Approved By:
______________________________ ______________________________ Contractor Date City Clerk
Approved By:
______________________________
City Attorney
03/24/2022
City of Sacramento
CHANGE ORDER
DATE:07/24/2018 Budget#: Contract #: 2018-1056
Purchase Order#: Change Order #: 1
TO: Collins Electric
Contract For: On-Call Various Contracting Services- Electrical General (Less than 600 Volts) Upon mutual acceptance of this document the City of Sacramento, hereinafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:
Description: Increase in contract not to exceed amount for job/task order On Call Various Trades Maintenance Contract. Sufficient funding will exist for each job/task order executed.
Additional Work: None
The original contract sum was
Net change by previous Change Orders
The contract sum prior to this Change Order was
The contract sum will be increased by this Change Order New contract sum including all Change Orders
$ 500,000.00
$ 0.00
$ 500,000.00
$ 300,000.00
$ 800,000.00
Contractor agrees that the amount of increase or decrease in the contract sum specified in this Change Order shall constitute full compensation for the work required by this Change Order, including but not limited to all compensation for the additional costs, if any, which may accrue to the Contractor by reason of any change in work schedules, other contract or cost of the project in any way made necessary by this Change Order. The time for performance of the contract will be extended to 07/24/2023 to complete the project by reason of the performance of the work required by this Change Order. Except as herein above expressly provided, Contractor further agrees that the performance of the work specified in this Change Order or the rescheduling of the other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the contract between the City and Contractor for the project.
Approved By:
Project Manager
Approved By:
City Attorney
Date
Approved By:
Hector Barron
Assistant City Manager
Approved By:
City Clerk
Date
03/24/2022
03/24/2022
03/24/2022
City of Sacramento
CHANGE ORDER
DATE
:07/24/2018 Budget #: Contract #: 2018-1049
Purchase Order #: Change Order #: 1
TO: ACCO Engineered Systems
Contract For: On-Call Various Contracting Services- HVAC Controls Services Upon mutual acceptance of this document the City of Sacramento, her einafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:
Description: Increase in contract not to exceed amount for job/task order On Call Various Trades Maintenance Contract. Sufficient funding will exist for each job/task order executed.
Additional Work: None
The original contract sum was $ 300,000.00
Net change by previous Change Orders $ 0.00
The contract sum prior to this Change Order was $ 300,000.00 The contract sum will be increased by this Change Order $ 250,000.00 New contract sum including all Change Orders $ 550,000.00 Cont
ractor agrees that the amount of increase or decrease in the contract sum specified in this Change Order shall constitute full compensation for the work required by this Change Order, including but not limited to all compensation for the additional costs, if any, which may accrue to the Contractor by reason of any change in work schedules, other contract or cost of the project in any way made necessary by this Change Order. The time for performance of the contract will be extended to 07/24/2023 to complete the project by reason of the performance of the work required by this Change Order. Except as herein above expressly provided, Contractor further agrees that the performance of the work specified in this Change Order or the rescheduling of the other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the contract between the City and Contractor for the project.
Appr
oval Recommended By: Approved By:
_______
_______________________ ______________________________
Project Manager Date Hector Barron Date As sistant City Manager
Approved By: Approved By:
4/4/2022
______________________________ ______________________________ Contractor Date City Clerk
Appr
oved By:
_______
_______________________
City Attorney
03/24/2022
City of Sacramento
CHANGE ORDER
Co
ntract #: 2018-1066 DATE:07/24/2018 Budget #:
Purchase Order #: Change Order #: 1
TO: A
CCO Engineered System
Contract For: On-Call Various Contracting Services- HVAC Large Tonnage Commercial Upon mutual acceptance of this document the City of Sacramento, hereinafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:
De
scription: Increase in contract not to exceed amount for job/task order On Call Various Trades Maintenance Contract. Sufficient funding will exist for each job/task order executed.
Additional Work: None
The or
iginal contract sum was $ 400,000.00
Net change by previous Change Orders $ 0.00
The contract sum prior to this Change Order was $ 400,000.00 The contract sum will be increased by this Change Order $ 250,000.00 New contract sum including all Change Orders $ 650,000.00 Cont
ractor agrees that the amount of increase or decrease in the contract sum specified in this Change Order shall constitute full compensation for the work required by this Change Order, including but not limited to all compensation for the additional costs, if any, which may accrue to the Contractor by reason of any change in work schedules, other contract or cost of the project in any way made necessary by this Change Order. The time for performance of the contract will be extended to 07/24/2023 to complete the project by reason of the performance of the work required by this Change Order. Except as herein above expressly provided, Contractor further agrees that the performance of the work specified in this Change Order or the rescheduling of the other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the contract between the City and Contractor for the project.
Appr
oval Recommended By: Approved By:
_______
_______________________ ______________________________
Project Manager Date Hector Barron Date As sistant City Manager
Approved By: Approved By:
4/4/2022
______________________________ ______________________________ Contractor Date City Clerk
Appr
oved By:
_______
_______________________
City Attorney
03/24/2022
03/24/2022
03/24/2022
03/24/2022
03/24/2022