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HomeMy WebLinkAboutItem 2e - Contract for Electrical Repairs and Preventative Maintenance at various City facilitiesm�orno.a«a Auguac 5, i p1 \gym DATE TO: FROM: June 18, 2013 Honorable Mayor and City Council STAFF REPORT Public Works Services Department Tom Tait, Public Works Services Director By: Dave McVey, General Services Superintendent SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXECUTE A ONE YEAR CONTRACT EXTENSION WITH D & J FOOTHILL ELECTRICAL CONTRACTORS INC. FOR ELECTRICAL REPAIRS AND PREVENTATIVE MAINTENANCE AT VARIOUS CITY FACILITIES IN THE AMOUNT OF $112,910 Recommendation: Approve SUMMARY On August 17, 2010, the City Council awarded a one year contract with optional annual contract extensions to D & J Foothill Electrical Contractors Inc. for electrical repairs and preventative maintenance at various City facilities. D & J Foothill Electrical Contractors Inc. is reaching the end of their second contract extension and has submitted a written offer to extend the contract for an additional one year. The contractor's offer of extension does not reflect a change in price and all other conditions of the agreement are to remain in effect. It is recommended that the City Council authorize and direct the City Manager to execute a one year contract extension with D & J Foothill Electrical Contractors for electrical repairs and preventative maintenance at various City facilities in the amount of $112,910. DISCUSSION Throughout the year, the Public Works Services Department performs routine maintenance that includes electrical repairs and preventative maintenance for City facilities. Maintaining electrical components can be costly when unexpected situations arise. To ensure that extraordinary electrical repairs are completed in a timely manner, it has been determined that a maintenance contract is the most cost - effective and reliable approach to ensuring that City facilities are maintained and are safe. Additionally, there is electrical work that is included in Fiscal Year 2013 -14 Capital Improvement Program (CIP) that can utilize the services of this contract such as facility improvements at the Library and Police Departments. Electrical services will also be Electrical Repairs and Maintenance Contract Extension June 18, 2013 Page 2 of 2 used at City Parks for sport field lamp replacement and for the annual installation of decorative street light poles. On August 17, 2010, the City Council approved a one year contract to D & J Foothill Electrical Contractors Inc., with the option to renew on a year -by -year basis subject to the City Council's approval. D & J Foothill Electrical Contractors, Inc. is reaching the end of their second contract extension and has submitted a written offer to extend the contract for an additional one year. Over the past three years, D & J Foothill Electric Contractors, Inc. has provided excellent service to the City and has been very responsive when called upon. The contractor's offer of extension does not reflect a change in price and all other conditions of the Agreement are to remain in effect. This will be their last contract extension and these services will be re -bid next year. FISCAL IMPACT Sufficient funds are budgeted in the Fiscal Year 2013 -14 Facilities Maintenance Operating and Capital Improvement budgets for Fire, Police, Museum, Library, Recreation, Community Center, and Public Works Services Departments for these services. RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a one year contract extension with D & J Foothill Electrical Contractors Inc. for electrical repairs and preventative maintenance at various City facilities in the amount of $112,910. Approved: Dominic Lazza City Manager