City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00634 5/30/2023 Consent Item 12.
Contract: On-Call Contractor Services List [Published for 10-Day Review 5/19/2023] File ID: 2023-00634
Location: Citywide
Recommendation: Pass a Motion: 1) suspending competitive bidding in the best interests of the City to establish a qualified On-Call Contractor Services List for Public Facilities; 2) approving an On- Call Contractor Services List (Exhibit A) for a period of five years; 3) authorizing the City Manager or the City Manager’s designee to execute contractor services agreements in, not to exceed amounts, ranging from $300,000 to $1,500,000 per contract as identified in Exhibit A; and 4) authorizing other City departments to use the qualified On-Call Contractor Services List for competitive bidding purposes provided that each department obtains appropriate approvals and executes its own agreements and purchase orders.
Contact: Norm Colby, Facilities and Real Property Management 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: On Call Contractors
Additional Description/Analysis
Issue Detail: While the City typically relies on low bidding when advertising for construction of specific projects, in order to respond to unanticipated events, the City also benefits from having available on-call contractors. While these are not procured through low bids, they provide a range of specialty services and contractors with secure amounts for specific activities and items. Although Requests for Proposals are publicly advertised and evaluated, these do not fall under the City’s definition of competitive bidding. Staff therefore recommend the suspension of competitive bidding and the use of a Request for Proposal (RFP) process to reestablish a qualified On-Call Contractor Services List and enter into agreements with those specified on the list. The On-Call Service List and
File ID: 2023-00634 5/30/2023 Consent Item 12.
those contracts executed have been established as a standard practice and utilized by the Facilities Maintenance Division and other City Departments to augment staff during emergencies, times of peak workload, to provide specialized work, and work on essential facilities.
Contracts executed for the current On-Call Contractor Services List for the Department of Public Works, Facilities Maintenance Division, were approved by City Council on July 24, 2018 (Motion Number 2018-0256) and will expire in July 2023. A new On-Call Contractor Services List is required to continue this “best practice” for cost effective and efficient project delivery.
The On-Call Contractor Services List will be utilized as necessary to assist in maintaining City Facilities over the next five years.
Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.60.170. City Code Section 4.04.020(C) requires that, unless waived by a two-thirds vote of the City Council, all agreements greater than $1,000,000 must be posted on the City’s website and made available to the public at least 10 days prior to City Council actions.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior to council action.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): The action is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301.
The action involves the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. The exemption covers interior or exterior alterations involving such things as interior partitions, plumbing, and electrical conveyances; existing highways and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities (this includes road grading for the purpose of public safety); restoration or rehabilitation of deteriorated or damaged structures, facilities, or mechanical equipment to meet current standards of public health and safety, unless it is determined that the damage was substantial and resulted from an environmental hazard such as earthquake, landslide, or flood.
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
File ID: 2023-00634 5/30/2023 Consent Item 12.
Rationale for Recommendation:
Suspending competitive bidding is required to establish an On-Call Contractor Services List that does not follow the conventional “lowest responsible and responsive bid process” but has been an approved and established practice in the Facilities Maintenance Division. The use of an RFP instead of a lowest bid process will allow the City to select more than one contractor for each service that is needed so that staff can find an available contractor (and in some cases more than one contractor) to respond timely to an emergency or during a time of peak workload On December 2, 2003, the City Council approved the Smith Culp Consultant Study recommendations (Resolution 2003-0853) to improve the delivery of projects. One of the recommendations was to establish an on-call contractor list for cost effective and efficient delivery of contractor services. This practice was initiated and in May of 2007 contracts were approved by City Council and executed for the original On-Call Contractors service list. These contracts and pre-qualified lists have been advertised and renewed every five years since that process began.
On-Call Service Contracts are created to provide timely services during emergencies, times of peak workload; when specialized work is required; or when operations of essential facilities are being interrupted. Establishing On-Call contracts are the best management practices for maintenance and small projects.
On January 11, 2023, a Request for Proposal (RFP) for On-Call (Various) Trades Opportunity was advertised for bid. A selection committee comprised of City staff from the Departments of Public Works reviewed the proposals. Committee members selected firms by scoring each based upon criteria that was identified in the RFP. The top-ranked firms in each category of service are recommended for an award. Two to four vendors were selected for each category. For categories where only one proposal was submitted the proposal was selected if it met the minimum qualifications and was recommended for an award. For categories that received zero to one proposal, Facilities Management reached out to qualified vendors. Venders that responded to the additional solicitation, and met the minimum qualifications were selected and are recommended for award. Refer to Exhibit A for the complete list of recommended vendors.
Financial Considerations:
Contracts range in amounts depending on the vendor and service, for not-to-exceed totals of $300,000 to $1,500,000 per year for five years, as identified in Exhibit A. The total contract dollar amount for each type of service is based on what has been needed over the last five years while the 2018 On-Call Contractor Services List has been in use as well as anticipated work load and future maintenance needs.
Purchase orders encumbering funds under these agreements will not be created until projects are identified and funding is secured. Funding for each project will be identified at the time the project or
File ID: 2023-00634 5/30/2023 Consent Item 12.
task order is being created and the Purchase Order is authorized. The funding sources may include local or state funds, or department operating budgets. Contractors may have multiple assignments each year; however, the aggregate amount shall not exceed the contract amount as identified in Exhibit A.
Local Business Enterprise (LBE): The vendors identified in Exhibit A may or may not be an LBE.
The minimum LEB participation requirement is waived as the City has suspended competitive bidding and utilized an alternate procurement method to select vendors.
EXHIBIT A
Category Contract
Amount
Vendor Name
ACOUSTICAL CEILING SERVICES $500,000 TDP
$500,000 ALPHA RENOVATION, LLC.
AUTO SWING, AND SLIDER DOOR
MAINTENANCE AND REPAIR
$500,000 CAPITOL BUILDERS HARDWARE
$500,000 ASSA ABLOY
CABINET & COUNTERTOP $900,000 TDP
$900,000 ALPHA RENOVATION, LLC.
CARD KEY SERVICES (HIRSCH
SECURITY SERVICES)
$800,000 ACCESS SYSTEMS, INC.
CARPENTRY AND STRUCTURAL
MAINTENANCE SERVICES
$1,500,000 ELITE SERVICE EXPERTS
$1,500,000 ALPHA RENOVATION, LLC.
CARPET CLEANING $800,000 ALPHA RENOVATION, LLC.
CONCRETE CUTTING/CONCRETE
POURING SERVICES
$1,000,000 NFB ENGINEERING, INC.
CRANE SERVICES $300,000 AAA CRANE SERVICES
DEMOLITION $500,000 CAL INC.
$500,000 AUSTERMAN INC.
$500,000 ALPHA RENOVATION, LLC.
DIVING AND SALVAGE (MARINA) $900,000 POWER ENGINEERING
CONSTRUCTION
$900,000 JF BRENNA COMPANY INC.
DOOR HARDWARE & LOCK $600,000 CAPITOL BUILDERS HARDWARE
DRAIN AND SEWER CLEANING
SERVICES
$500,000 RAPID FIRST PLUMBING
$500,000 ELITE SERVICE EXPERTS
DOCK REMOVAL AND REPAIR $900,000 CALIFORNIA CUSTOM DOCKS $900,000 HALLSTEN CORPORATION
DRYWALL & FINISHING $900,000 ALPHA RENOVATION, LLC.
$900,000 TDP
DUCT CLEANING SERVICES $1,000,000 WESTERN INDOOR ENVIRONMENTAL ELECTRICAL – GENERAL (LESS THAN
600 VOLTS)
$900,000 COLLINS ELECTRIC
$900,000 ADVANCED LIGHTING
$900,000 ELITE SERVICE EXPERTS
$900,000 REXMOORE
$900,000 ELITE POWER
ELECTRICAL – MED/HIGH VOLTAGE
(600+ VOLTS) / LINE WORK
$500,000 REXMOORE
ELECTRICAL – SYSTEM AND
EQUIPMENT TESTING
$500,000 REXMOORE
FENCING SERVICES $1,500,000 ALPHA RENOVATION, LLC.
$1,500,000 CRUSADER FENCE
$1,500,000 S&S FENCING
FIRE ALARM SYSTEMS & MONITORING $900,000 REXMOORE
$900,000 SENTINEL FIRE EQUIPMENT
COMPNAY
FIRE SPRINKLER SYSTEM SERVICES $900,000 NATIONAL FIRE SYSTEM INC. $900,000 MARQUEE FIRE PROTECTION
FLOORING SERVICES $1,500,000 DFS
$1,500,000 BT MANCINI
GENERAL PLUMBING SERVICES $500,000 ELITE SERVICE EXPERTS $500,000 LAWSON MECHANICAL
$500,000 ACCO ENGINEERED SYSTEMS
GLASS/MIRROR STORE FRONT $1,000,000 NEW GLASS UNLIMITED HAZARDOUS MATERIALS ABATEMENT $900,000 CAL INC.
$900,000 JM ENVIRONMENTAL
$900,000 PARC SPECIALTY
$900,000 WEST COAST ENVIRONMENTAL
HOT WATER BOILER $900,000 ACCO ENGINEERED SYSTEMS
$900,000 LAWSON MECHANICAL
HVAC CONTROL SERVICES $1,000,000 LAWSON MECHANICAL
$1,000,000 SUNBELT CONTROLS
$1,000,000 ACCO ENGINEERED SYSTEMS
HVAC - LARGE TONNAGE / COMMERCIAL $1,000,000 LAWSON MECHANICAL $1,000,000 ACS
$1,000,000 ACCO ENGINEERED SYSTEMS
HVAC - SMALL TONNAGE / LIGHT
COMMERCIAL
$1,000,000 ACCO ENGINEERED SYSTEMS
$1,000,000 LAWSON MECHANICAL
INDUCTIVE LOOP INSTALATION $1,000,000 OVERHEAD DOOR
INSULATION SERVICES $1,000,000 ALPHA RENOVATION, LLC.
LANDSCAPE/IRRIGATION SYSTEM
SERVICES
$800,000 PARKER LANDSAPE DEVELOPMENT,
INC.
MASSONRY- TILE SERVICES $500,000 ALPHA RENOVATION, LLC.
METAL FABRICATION/WELDING
SERVICES
$800,000 LARRSON WELDING
MOVING AND MODULAR FURNITURE $800,000 CROWN WORLDWIDE MOVING &
STORAGE
$800,000 GDS MOVING & INSTALLATION INC.
$800,000 METROPOLITAN VAN & STORAGE,
INC.
MODULAR FURNITURE DESIGN &
INSTALLATION
$1,000,000 ONE WORKPLACE L. FERRARI, LLC.
OVERHEAD DOOR MAINTENANCE &
REPAIR
$800,000 CAPITOL BUILDERS HARDWARE
$1,500,000 OVERHEAD DOOR
PAINTING SERVICES $800,000 D & H PAINTING
$800,000 RIVER CITY PAINTING INC.
$800,000 BLACKHAWK PAINTING INC.
PUMPING SYSTEM SERVICES $500,000 V-POWER EQUIPMENT, INC.
PARK AND BALL FIELD LIGHTING $1,500,000 ADVANCED LIGHTING $1,500,000 YESCO
ROOFING SERVICES $1,500,000 MADSEN WATERPROOFING
$1,500,000 CLARK ROOFING
SCAFFOLD RENTAL, INSTALLATION AND
REMOVAL
$1,000,000 SKYLINE SCAFFOLD
STUCCO-PLASTER SERVICES $900,000 ALPHA RENOVATION, LLC.
TEMPORARY CONSTRUCTION FENCING
SERVICES
$1,500,000 L & M RENTAL FENCE
TILE SERVICES $1,500,000 DFS
$1,500,000 BT MANCINI
TREE SERVICES $1,300,000 WEST COAST ARBORISTS, INC.
$1,300,000 FALLEN LEAF
WINDOW COVERINGS, BLINDS SHADES,
WINDOW TREATMENTS & FILMS REPAIR
& INSTALATION
$800,000 RICO’S WINDOW COVERING
SYSTEMS
WINDOW CLEANING $900,000 ELITE SERVICE EXPERTS
$900,000 UNIVERSAL WINDOW CLEANING