City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01513 1/9/2024 Consent Item 15.
Agreement: On-Call Contractor Services Various Trades [Published for 10-day Review on 12/27/2023]
File ID: 2023-01513
Location: Citywide
Recommendation: Pass a Motion: 1) approving an On-Call Contractor Services List (Exhibit A) for a period of five years; and 2) 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 $4,500,000 per contract as identified in Exhibit A.
Contact: Andrew Costan, Administrative Analyst, [email protected], (916) 808-6339; Deanne Neighbours, Program Specialist, [email protected], (916) 808-3536; Sherill Huun, Engineering Manager; [email protected], (916) 808-1455; Pravani Vandeyar, Director, [email protected], (916) 808-3765, Department of Utilities Presenter: None.
Attachments:
1-Description/Analysis
2-Exhibit A: On-Call Contractor Award List
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 Department of Utilities also benefits from having available on-call contractors. These services are not procured through project specific solicitations and provide a range of specialty services and contractors with secure amounts for specific goods and services. Although Requests for Proposals are publicly advertised and evaluated, they fall under the City’s definition of an alternate procurement to competitive bidding.
The Department of Public Works advertised a Request for Qualifications (Q23014541001) in February 2023 and City Council passed Motion 2023-0131 on May 30, 2023, to suspend competitive bidding in the best interests of the City to establish a qualified On-Call Contractor Services List for Public Works. Other City Departments can enter into agreements with those specified on the list. The On-Call Services List has been established as a standard practice and utilized by City Departments
File ID: 2023-01513 1/9/2024 Consent Item 15.
to augment staff during emergencies, times of peak workload, to provide specialized work, and work on essential facilities.
The Department of Utilities On-Call Contractor Services List relies on the Public Works On-Call Services Contractor List and will be utilized, as necessary, to assist in maintaining vital Department of Utilities infrastructure over the next five years.
Policy Considerations: City Council approval is required for agreements of $250,000 or more per City Code 3.56.090. This item was published for 10-Day review on December 27, 2023, in compliance with City Code.
Economic Impacts: None.
Environmental Considerations: 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 , 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: The proper maintenance of Department of Utilities infrastructure supports the goals of the City’s Sustainability Master Plan by protecting sources of domestic water, enabling the safe conveyance of sewage, and providing flood protection.
Commission/Committee Action: Not Applicable.
Rationale for Recommendation: The Department of Utilities has a need for a range of specialty services and contractors for specific activities and items to augment City staff during emergencies, times of peak workload, to provide specialized work, and work on essential facilities.
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
File ID: 2023-01513 1/9/2024 Consent Item 15.
advertised and renewed every five years since that process began.
On January 11, 2023, a Request for Proposal (RFP) for On-Call (Various) Trades Opportunity was advertised for bid by the Department of Public Works. A selection committee comprised of City staff reviewed the proposals and 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 were recommended for an award. On May 30, 2023, City Council passed Motion 2023-0131 to suspend competitive bidding in the best interests of the City to establish a qualified On-Call Contractor Services List for Public Works and other City Departments through the use of a Request for Proposal (RFP) process and enter into agreements with those specified on the list.
The Department of Utilities seeks to utilize the solicitation and vendor list approved through Motion 2023-0131 and obtain City Council approval to enter into contracts ranging in amounts depending on the vendor and service, for not-to-exceed totals of $300,000 to $4,500,000 over five years, as identified in Exhibit A.
Financial Considerations: Contracts range in amounts depending on the vendor and service, for not- to-exceed totals of $300,000 to $4,500,000 for five years, as identified in Exhibit A. The total contract dollar amount for each type of service is based on anticipated workload and future maintenance needs.
Sufficient funding is available in the Department of Utilities Fiscal Year (FY) 2023/24 Approved Operating Budget to make purchases through June 30, 2024. Purchase orders encumbering funds under these agreements will not be created until needs are identified and funding is secured.
Contractors may have multiple assignments each year; however, the aggregate amount shall not exceed the contract amount as identified in Exhibit A.
Funding for these contracts in the future years are subject to available approved funding in the applicable fiscal year.
Local Business Enterprise (LBE): The vendors identified in Exhibit A may or may not be an LBE.
The minimum LBE participation requirement was waived through Motion 2023-0131 as the City suspended competitive bidding and utilized an alternate procurement method to select vendors.
EXHIBIT A ‐ On‐Call Contractor Award List
Category DOU Contract
Amount
Vendor Name
CARD KEY SERVICES (HIRSCH
SECURITY SERVICES)
$300,000 ACCESS SYSTEMS, INC.
CONCRETE CUTTING/CONCRETE
POURING SERVICES
$300,000 NFB ENGINEERING, INC.
ELECTRICAL – GENERAL (LESS
THAN 600 VOLTS)
$3,000,000 COLLINS ELECTRIC
$3,000,000 ADVANCED LIGHTING
$3,000,000 ELITE SERVICE EXPERTS
$3,000,000 REXMOORE
$4,500,000 ELITE POWER
FENCING SERVICES $1,500,000 CRUSADER FENCE
$1,500,000 S&S FENCING
GENERAL PLUMBING SERVICES $500,000 LAWSON MECHANICAL
$500,000 ACCO ENGINEERED SYSTEMS
METAL FABRICATION/WELDING
SERVICES
$300,000 LARSSON WELDING
PUMPING SYSTEM SERVICES $300,000 V-POWER EQUIPMENT, INC.
SCAFFOLD RENTAL, INSTALLATION
AND REMOVAL
$300,000 SKYLINE SCAFFOLD
TREE SERVICES $1,000,000 WEST COAST ARBORISTS, INC.
$1,000,000 FALLEN LEAF