City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-00868 4/30/2024 Consent Item 28.
Contracts: On-Call Contractor Services List for Convention & Cultural Services Department File ID: 2024-00868
Location: Convention and Cultural Services Department Facilities Recommendation: Pass a Motion: authorizing the City Manager or the City Manager’s designee to:
1) use the On-Call Contractor Services List created by the Department of Public Works, Facilities Maintenance Division, as the basis for a competitive selection process; and 2) execute on-call contractor and maintenance services agreements in not-to-exceed amounts ranging from $250,000 to $800,000 per contract as identified in Attachment 2.
Contact: Dustin Hollingsworth, Assistant Director, (916) 808-5538, [email protected], CCS Administration; Mack Smith, Engineering Manager, (916) 808-5445, [email protected], CCS Operations; Gale O’Neill, Contract & Compliance Specialist, (916) 808-7154, [email protected], CCS Administration Presenter: None.
Attachments:
1-Description/Analysis
2-Contractor Names and Not-To-Exceed Contract Amounts
Description/Analysis
The Department of Public Works, Facilities Maintenance Division, received City Council approval to establish an On-Call Contractor Services List for their division (Motion No. 2023-0131, May 30, 2023). This Motion authorizes other City departments to use the qualified On-Call Contractor Services List for construction and maintenance contracts provided that the department obtains appropriate approvals in accordance with the Sacramento City Code and City policies. Staff recommends entering into agreements with the Contractors specified and the not-to-exceed amounts listed in Attachment 2. The executed contracts will establish a standard practice and be utilized by the Convention & Cultural Services Department (CCS) to augment staff during emergencies, times of peak work overloads, provide specialized work, and work on essential facilities.
The On-Call Contractor Agreements will be utilized as necessary to assist in maintaining the Sacramento Memorial Auditorium, SAFE Credit Union Performing Arts Center, and the SAFE Credit Union Convention Center. The Agreements may be utilized by CCS for additional locations the department uses or manages.
File ID: 2024-00868 4/30/2024 Consent Item 28.
Policy Considerations: The recommendations in this report are in accordance with City Code section 3.60.090 that requires on-call construction and maintenance contracts involving an expenditure of $250,000 or more to be approved by the City Council and City Council’s prior authorization that other City departments can use the qualified On-Call Contractor Services List created by Facilities provided a department obtains appropriate approvals.
Economic Impacts: None
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; 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.
Rationale for Recommendation: On-Call Service Contracts are created to provide timely services during emergencies, times of peak work overload; 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.
Financial Considerations: Contracts range in amounts depending on the vendor and service, for not-to-exceed totals of $250,000 to $800,000 per contract during a four-year term, as identified in Attachment 2. Under these agreements, funding for each project will be secured and purchase orders may be created prior to work beginning. Contractors may have multiple assignments each year; however, the aggregate amount shall not exceed the contract amount as identified in Attachment 2.
Sufficient funding is available to make purchases through June 30, 2024. Purchases in future fiscal years are dependent upon availability of funding in the adopted budgets of the applicable fiscal years.
Local Business Enterprise (LBE): The contractors identified in Attachment 2 may or may not be an LBE. The minimum LBE participation requirement has been waived.
File ID: 2024-00868 4/30/2024 Consent Item 28.
Background: 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 by the Department of Public Works, Facility Maintenance Division, every five years since that process began. CCS wants to adapt this “best practices” model.
On January 11, 2023, a Request for Qualifications (RFQ) for On-Call (Various) Trades Opportunity was advertised by the Department of Public Works, Facilities Maintenance Division, invitation number Q23014541004. A selection committee comprised of City staff from the Department of Public Works reviewed the Statement of Qualifications (SOQ) submitted by potential contractors.
Committee members selected firms by scoring each based upon criteria that was identified in the RFQ. The top-ranked firms in each category of service were recommended for an award. Two to four firms were selected for each category. For categories where only one SOQ was submitted the SOQ was selected if it met the minimum qualifications and was recommended for an award. For categories that received zero to one SOQ, Facilities Management did additional outreach to potential contractors. Firms that responded to the additional solicitation, and met the minimum qualifications, were selected, and were recommended for an award.
On May 30, 2023, Facilities asked City Council to pass a Motion suspending competitive bidding in the best interests of the City to establish a qualified On-Call Contractor Service List. The On-Call Contractor Service List was approved for a period of five years. In addition, the Motion authorized other City departments could use the qualified On-Call Services List for competitive bidding purposes so long as each department obtained appropriate approvals and executes its own agreements and purchase orders. In accordance with this prior authorization by City Council, CCS is seeking City Council approval to award agreements to the list of contractors in the not-to-exceed amounts set forth in Attachment 2.
ATTACHMENT 2 TO STAFF REPORT ID 2024-00868
1 Category Contract
Amount Vendor Name
ACOUSTICAL CEILING SERVICES $475,000.00 TDP
AUTO SWING, AND SLIDER DOOR
MAINTENANCE AND REPAIR
$575,000.00 CAPITOL BUILDERS HARDWARE
$500,000.00 ASSA ABLOY
CABINET & COUNTERTOP $400,000.00 TDP
CARD KEY SERVICES (HIRSCH
SECURITY SERVICES) $500,000.00 ACCESS SYSTEMS, INC.
CARPENTRY AND STRUCTURAL
MAINTENANCE SERVICES $425,000.00 ALPHA RENOVATION, LLC.
CONCRETE CUTTING/CONCRETE
POURING SERVICES $400,000.00 NFB ENGINEERING, INC.
DOOR HARDWARE & LOCK $400,000.00 CAPITOL BUILDERS HARDWARE
DRAIN AND SEWER CLEANING
SERVICES $400,000.00 RAPID FIRST PLUMBING
DRYWALL & FINISHING $400,000.00 TDP
ELECTRICAL – GENERAL (LESS
THAN 600 VOLTS)
$625,000.00 COLLINS ELECTRIC
$700,000.00 ADVANCED LIGHTING
$500,000.00 REXMOORE
ELECTRICAL – MED/HIGH
VOLTAGE (600+ VOLTS) / LINE
WORK
$300,000.00 REXMOORE
ELECTRICAL – SYSTEM AND
EQUIPMENT TESTING $400,000.00 REXMOORE
FENCING SERVICES $500,000.00 S&S FENCING
FIRE SPRINKLER SYSTEM
SERVICES $575,000.00 NATIONAL FIRE SYSTEM INC.
FLOORING SERVICES $500,000.00 DFS
GENERAL PLUMBING SERVICES $475,000.00 LAWSON MECHANICAL $575,000.00 ACCO ENGINEERED SYSTEMS
HOT WATER BOILER $575,000.00 ACCO ENGINEERED SYSTEMS
$800,000.00 LAWSON MECHANICAL
HVAC CONTROL SERVICES $400,000.00 LAWSON MECHANICAL
HVAC - LARGE TONNAGE /
COMMERCIAL $450,000.00 LAWSON MECHANICAL
MASONRY- TILE SERVICES $400,000.00 ALPHA RENOVATION, LLC.
METAL FABRICATION/WELDING
SERVICES $300,000.00 LARRSON WELDING
ATTACHMENT 2 TO STAFF REPORT ID 2024-00868
2 OVERHEAD DOOR MAINTENANCE
& REPAIR $300,000.00 CAPITOL BUILDERS HARDWARE
PAINTING SERVICES $575,000.00 D & H PAINTING
$500,000.00 RIVER CITY PAINTING INC.
PARK AND BALL FIELD LIGHTING $775,000.00 ADVANCED LIGHTING PUMPING SYSTEM SERVICES $600,000.00 V-POWER EQUIPMENT, INC.
ROOFING SERVICES $700,000.00 MADSEN WATERPROOFING
SCAFFOLD RENTAL,
INSTALLATION AND REMOVAL $400,000.00 SKYLINE SCAFFOLD
STUCCO-PLASTER SERVICES $300,000.00 ALPHA RENOVATION, LLC.
TILE SERVICES $400,000.00 DFS
TREE SERVICES $300,000.00 WEST COAST ARBORISTS, INC.