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HomeMy WebLinkAboutItem 2d - Contract with D & J Foothill Electrical Contractors, Inc.moroo.aoa Augua[ i, 1903 STAFF REPORT Public Works Services Department DATE: August 5, 2014 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Dave McVey, General Services Superintendent SUBJECT: CONTRACT WITH D & J FOOTHILL ELECTRICAL CONTRACTORS, INC. FOR ELECTRICAL REPAIRS AND PREVENTATIVE MAINTENANCE AT VARIOUS CITY FACILITIES IN AN AMOUNT NOT TO EXCEED $114,760 Recommendation: Approve SUMMARY The Public Works Services Department ( "PWSD ") is responsible for the maintenance and repair of all City owned facilities. In order to ensure that proper electrical repairs are completed in a timely manner, a formal bid was conducted for these services. Electrical work is also included in the City's Capital Improvement Program ( "CIP ") that the successful contractor would be eligible to perform. It is recommended that the City Council authorize and direct the City Manager to execute a contract with D & J Foothill Electrical Contractors, Inc. for electrical repairs and preventative maintenance at various City facilities in an amount not to exceed $114,760, beginning Fiscal Year 2014 -15, with the option of three one -year extensions. DISCUSSION Throughout the year, the PWSD performs routine maintenance that includes electrical repairs and preventative maintenance at City facilities. Electrical component repairs can be costly when unexpected situations arise. To ensure proper electrical operations in City facilities, it was determined that a maintenance contract with a licensed electrician is the most cost - effective and reliable approach because it provides electrical expertise for preventative maintenance and immediate response for any necessary repairs. Additionally, there are electrical improvements included in Fiscal Year 2014 -15 Capital Improvement Program (CIP) for the Library, Police Department, and City Hall that can utilize the services of this contract. The electrical services contract will also be Award Electrical Services Contract August 5, 2014 Page 2 of 3 utilized for sport field lamp and ballast replacements and the annual installation of decorative street light poles. A Notice Inviting Bids was published in the City's adjudicated paper and sent directly to businesses that provide electrical services. On July 8, 2014, the Office of the City Clerk received and opened sealed bids with the following results. FIRM LOCATION BID AMOUNT D &J Foothill Electrical Contractors, Inc. La Verne, CA $114,760 Despite extending the bid opening deadline from June 24, 2014, to July 8, 2014, and contacting numerous electrical contractors, only one bid was received. One contractor prepared a bid but did not submit it on time. The City Attorney advised staff that the late bid could not be accepted. During the original advertisement period, bid packets were not requested, consequently, the PWSD extended the bid opening deadline in order to receive more bids. Initially, staff contacted 17 electrical contractors to encourage them to bid. Seven expressed interest and obtained bid packets. The remaining 10 did not respond. Following the bid opening, staff contacted the electrical contractors who did not return a bid package to determine the reasons why. Apparently, he City's insurance requirements are an issue for some contractors. In addition, contractors are hesitant to provide bonding for the entire contract amount without knowing if they will actually receive the total amount of the contract. This contract is based on Capital Improvement Projects and extraordinary electrical repair work. Since the total contract amount is predicated on an "as- needed" basis, potential contractors shy away from bidding on these types of maintenance contracts. The City requires the full pricing and bonding up front so that everything is in place when emergency and other time sensitive repairs are needed. D &J Foothill Electrical Contractors, Inc. was the City's previous service provider for electrical services. Staff reviewed their bid documents for content and found that D &J Foothill Electrical Contractors bid increased by only $1,850 more than their previous contract amount. D &J Foothill Electrical Contractors costs in providing these services to the City are in line with what City staff expects for this type of work. D &J Foothill Electrical Contractors, Inc. has consistently provided quality work and service to the City. Re- bidding this contract would not guarantee that the City would receive these services for a lesser cost. A copy of the proposed Contract is attached. FISCAL IMPACT Sufficient funds are budgeted for these services in the Fiscal Year 2014 -15 Facilities Maintenance Operating and Capital Improvement budgets for Fire, Police, Museum, Library, Recreation, Community Center, and Public Works Services Departments. Award Electrical Services Contract August 5, 2014 Page 3 of 3 RECOMMENDATION It is recommended that the City Council authorize and direct the City Manager to execute a contract with D & J Foothill Electrical Contractors, Inc. for electrical repairs and preventative maintenance at various City facilities in an amount not to exceed $114,760 beginning Fiscal Year 2014 -15, with the option of three one -year extensions. Approved: Dominic Lanza City Manager Attachment: Proposed Contract CITY OF ARCADIA 1 v ELECTRICAL SERVICES AND L� PREVENTATIVE MAINTENANCE CONTRACT -<VN7_01 RVPUB \DRD \570015 CONTRACT GB - STATE & LOCAL (505/507/660) (7/24/00) (Electrical Services Contract 2014) CONTRACT FOR THE CITY OF ARCADIA A1*01 N 19MI&AA: A Is] *W111111 :jN ELVA Aki III fill IIJ/ All iyi /_11011111A01M01 Is] Alois] 011111:7_T "I 1. PARTIES AND DATE. 2.4 Contractor has obtained, and delivers concurrently herewith, Performance and Payment Bonds and evidences of insurance coverage as required by the Contract. 3. TERMS. 3.1 Incorporation of Documents. This Contract includes and hereby incorporates in full by reference the following documents, including all exhibits, drawings, specifications and documents therein, and attachments and addenda thereto: RVPUB\DRD\570015 CONTRACT-1 GB - STATE & LOCAL (505/507/660) (7/24/00) (Electrical Services Contract 2014) Part "F" - Performance Bond Part "G" - Payment Bond ADDENDUM NO. 1 dated June 20, 2014. The above documents, including the General Conditions, are an integral part of the Contract Documents. In addition to signing this Contract, Contractor shall initial this paragraph immediately below acknowledging that he or she has read, understood and agrees with all of the terms of the Contract Documents, including, but not limited to, provisions of the General Conditions relating to indemnification, insurance, standards of performance, termination, compensation and time of the essence performance. Contractor shall not disclaim knowledge of the meaning and effect of any term or provision of the Contract Documents, and agrees to strictly abide by their meaning and intent. In the event that Contractor fails to initial below, the City shall have the right to declare the Contract unexecuted and to award the Contract to another contractor in accordance with Contractor promises and agrees, at its own cost and expense, to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work for the construction of Bid Schedule number(s) 1 thru 3 necessary to fully and adequately complete electrical services and preventative maintenance, including any alternates selected by the City, and all structures and facilities described in the Contract (hereinafter the "Work "), for a total of ONE HUNDRED FOURTEEN THOUSAND, SEVEN HUNDRED AND SIXTY DOLLARS AND NO CENTS, ($114,760.00), as specified in the Contract Bid Forms submitted by the Contractor in response to the above referenced Notice Inviting Bids. Such amount shall be subject to adjustment in accordance with the applicable terms of this Contract. All Work shall be subject to, and performed in accordance with the above referenced documents. 3.3 Standard of Performance. Contractor shall perform all Work under this Contract in a skillful and workmanlike manner, and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Work. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Work assigned to them. Finally, Contractor further represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Work, and that such licenses and approvals shall be maintained throughout the term of this Contract. 3.4 Period of Performance. RVPUB \DRD \570015 CONTRACT-2 GB - STATE & LOCAL (505/507/660) (7/24/00) (Electrical Services Contract 2014) Contractor shall perform and complete all Work under this Contract for one year from date of execution. Moreover, Contractor shall perform its Work in strict accordance with any completion schedule, construction schedule or project milestones developed pursuant to provisions of the Contract, including but not limited to the Project Schedule located in the Specifications. 3.8 Successors. The parties do for themselves, their heirs, executors, administrators, successors, and assigns agree to the full performance of all of the provisions contained in this Contract. Contractor may not either voluntarily or by action of law, assign any obligation assumed by Contractor hereunder without the prior written consent of the City. RVPUB\DRD \570015 CONTRACT-3 GB - STATE & LOCAL (505/507/660) (7/24/00) (Electrical Services Contract 2014) 3.9 Notices. All notices hereunder and communications regarding interpretation of the terms of the Agreement or changes thereto shall be provided by the mailing thereof by registered or certified mail, return receipt requested, postage prepaid and addressed as follows: City Approved as to Form: By: Stephen P. Deitsch City Attorney 11111MR, Title RVPUB\DRD\570015 CONTRACT-4 GB - STATE & LOCAL (505/507/660) (7/24/00) (Electrical Services Contract 2014) EXHIBIT "A" CERTIFICATION LABOR CODE - SECTION 1861 I, the undersigned Contractor, am aware of the provisions of Section 3700 et seg. of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self- insurance in accordance with the provisions of the Code. I agree to and will comply with such provisions before commencing the Work RVPUB \DRD \570015 111,r� N4M) Signature me Title Date CONTRACT (EXHIBIT A) GB - STATE & LOCAL (505/507/660) (7v24v00)