City Council
Report
City Council Meeting: February 28, 2023
Agenda Item: 5.A
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Facilities Maintenance Subject: Award Agreement for City Wide Plumbing Contractor Services Recommended Action
Staff recommends that the City Council:
1. Award Bid #4433 to Plumbing by Todd R. Marsh, Inc. dba TRM Services and Verne’s Plumbing, for citywide as-needed plumbing contracting services as required by the Public Works Department.
2. Authorize the City Manager to negotiate and execute an agreement with TRM Services, in an amount not to exceed $900,000 for two years, with one additional three-year renewal option in the amount of $1,350,000 for a total amount not to exceed $2,250,000 over a 5-year period with future year funding contingent on Council budget approval.
3. Authorize the City Manager to negotiate and execute an agreement with Verne’s Plumbing, in an amount not to exceed $500,000 for two years, with one additional three-year renewal option in the amount of $750,000 for a total amount not to exceed $1,250,000 over a 5-year period with future year funding contingent on Council budget approval.
4. Adopt a finding of Categorical Exemption pursuant to Section 15301 (Existing Facilities), of the California Environmental Quality Act (CEQA) Guidelines.
Summary
The City utilizes plumbing contractor services to perform work that requires specialized equipment, contractor licensing and technical expertise that cannot be provided by City staff. Staff solicits the services of a plumbing contractor approximately 85 times per year to ensure effective and efficient maintenance of the City’s infrastructure. These contracted services range from jobs that require immediate attention due to safety concerns to large-scale repairs that require specific State Contractor Licenses and 2 of 5
equipment certifications. Staff recommends a split award for the two best bidders:
Plumbing by Todd Marsh, Inc. dba TRM Services and Verne’s Plumbing.
Discussion
The City employs three permanent in-house plumbers, including one plumber crew leader, to provide various plumbing services citywide. Typical services provided by City staff include repairing drain line stoppages and fixtures, replacing water filters, installing water heaters, and performing tenant improvement projects. Staff solicits the services of a plumbing contractor to assist with the overall maintenance of City-owned facilities.
These services are needed for urgent repairs to the City’s ailing infrastructure such as the Pier and beach restrooms as well as large-scale jobs that require the excavation of water and sewer lines or installation of new fixtures such as drinking fountains, sinks and toilets. The City has historically contracted out plumbing contracting services. The “Contract and As-Needed Staffing Review Policy, Practice, Recommendations” report (Attachment A) approved on January 13, 2015, recommended that general contracting services be contracted due to equipment requirements, specialized expertise, and risk management. Additionally, to expedite responsiveness to requests for such services, staff recommends a split award to two contractors.
The need for contracted plumbing services is continual thus staff seeks to execute agreements to address: 1) small-scale, urgent, and after-hour plumbing contractor repair services, 2) plumbing contractor repair services that require specialized licensing and equipment, and 3) large-scale projects that are often long-term. The requested not to exceed amounts account for increases in the City’s demand for as-needed plumbing contractor services, prevailing wage rates, material costs and fuel and equipment surcharges.
Vendor Selection
Bidder Recommendation
Best Bidders Plumbing by Todd Marsh, Inc. dba TRM Services Verne’s Plumbing
Evaluation Criteria Bid evaluated on general plumbing and construction experience, pricing, renewal options and requested increases.
Municipal Code SMMC 2.24.180
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Bid Data
Date Posted Posted On Advertised in (City
Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/13/2022 City’s Online
Bidding Site
Santa Monica Daily
Press
15 10/11/2022
Best Bidder Justification
Bids were evaluated based on the criteria in SMMC 2.24.180 including municipal plumbing construction experience, pricing, renewal options and requested increases.
Staff determined that Todd Marsh, Inc. dba TRM Services and Verne’s Plumbing are the best bidders based on the following criteria: 1) general plumbing and construction municipal experience, 2) pricing and 3) renewal options and requested increases.
Additionally, staff assessed ability, capacity, and skill by evaluating various California State Contractors licenses each firm possessed.
Environmental Assessment
The awards for plumbing contractor services are categorically exempt from the California Environmental Quality Act (CEQA) under Section 15301. Section 15301 of the CEQA State Guidelines provides Class 1 (existing facilities) exemption for projects that consists of the operation, repair, maintenance, leasing, licensing, permitting, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use. The awards for the plumbing contractor services would not result in any modifications to existing facilities. The existing facilities would be maintained and repaired with the plumbing contractor services and the award of services would not expand or materially change existing facilities or operations. Therefore, the project is categorically exempt as set forth in Section 15301 of the CEQA State Guidelines.
Submittals Received
Vendor Hourly Rate Overtime Rate
Horn’s Backflow and Plumbing Service, Inc. $250.00 $450.00 Plumbing by Todd R. Marsh, Inc. dba TRM
Services $92.00 $120.00
Suttles Plumbing and Mechanical Corp. $157.00 $235.00
Verne’s Plumbing $125.00 $250.00
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Past Council Actions
Meeting Date Description
01/13/15
(Attachment A)
Staff Report – As-Needed and Contract Staffing Review Report 09/12/17
(Attachment B)
Staff Report – City Council authorization to award Bid #4281 to Plumbing by Todd Marsh, Inc. dba TRM Services and Horn’s Backflow and Plumbing Services, Inc. and negotiate and execute Contract 10531 and 10532 for plumbing contractor services 02/13/2018
(Attachment E)
Staff Report – City Council authorization to negotiate and execute a first modification to Contract 10531 with Plumbing by Todd R. Marsh, Inc. dba TRM Services.
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from various General Fund, Enterprise Funds and CIP accounts to award agreements with Plumbing by Todd R.
Marsh, Inc. dba TRM Services and Verne’s Plumbing for citywide plumbing contractor services. Future year funding is contingent on Council budget approval.
Contract Request
Vendor
FY 2022-23
Request Amount
Future Years
Amounts
Department/
CIP Accounts #
Total Contract
Amount
Todd R. Marsh, Inc.
dba TRM Services $100,000 $2,150,000Various Accounts $2,250,000 Verne’s Plumbing $50,000 $1,200,000Various Accounts $1,250,000 Prepared By: Kyla Johnson, Senior Administrative Analyst Approved Forwarded to Council
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Attachments:
A. Staff Report_January 13, 2015
B. Staff Report_September 12, 2017
C. Staff Report_February 13, 2018
D. TRM_Contract 10531
E. TRM_Contract 10531 - Mod 1
F. Horn's Backflow_Contract 10532
G. Horn's Backflow_Contract 10532 - Mod 1
H. TRM OAKS
I. Verne's OAKS