HomeMy WebLinkAboutItem 2e - Extension to contract for Electrical Repairs and Preventative Maintenance
DATE:
September 15, 2015
TO:
Honorable Mayor and City Council
FROM:
Tom Tait, Public Works Services Director
By: Dave McVey, General Services Superintendent
SUBJECT:
EXTENSION TO CONTRACT WITH D & J FOOTHILL ELECTRICAL
CONTRACTORS, INC. FOR ELECTRICAL REPAIRS AND
PREVENTATIVE MAINTENANCE AT VARIOUS CITY FACILITIES IN
THE AMOUNT OF $140,700
Recommendation: Approve
SUMMARY
On August 5, 2014, the City Council approved a contract with D & J Foothill Electrical
Contractors, Inc. in the amount of $114,760, for electrical repairs and preventative
maintenance at various City facilities. D & J Foothill Electrical Contractors, Inc. is
reaching the end of their initial contract term and has submitted a written offer to extend
the existing contract for an additional year. The contract amount reflects an increase of
22.6%, or $25,940. The increase is to offset labor costs due to the recent changes
pertaining to the administration of prevailing wage under Senate Bill 7 (“SB 7”). This will
be the contractor’s first contract extension and all other terms and conditions of the
contract will remain in effect.
Based on the excellent services provided by D & J Foothill Electrical Contractors, Inc., it
is recommended that the City Council authorize and direct the City Manager to approve
a one year extension to the contract with D & J Foothill Electrical Contractors, Inc. for
electrical repairs and preventative maintenance at various City facilities in the amount of
$140,700.
DISCUSSION
Throughout the year, the Public Works Services Department performs routine
maintenance that includes electrical repairs and preventative maintenance at City
facilities. To ensure proper electrical operations in City facilities, it was determined that
an annual maintenance contract with a licensed electrician is the most cost-effective
and reliable approach because it provides electrical expertise for preventative
Extension to Electrical Maintenance Services Contract
September 15, 2015
Page 2 of 3
maintenance and immediate response for unscheduled repairs. Additionally, there are
electrical improvements included in the Fiscal Year 2015-16 Capital Improvement
Program for the Library, Police Department, and City Hall that can utilize the services of
this contract. This contract will also be utilized for sport field lamp and ballast
replacements and the annual installation of decorative street light poles.
Effective January 1, 2015, SB 7 requires public works contracts of $25,000 or more for
construction work; or projects of $15,000 or more for alteration, demolition, repair, or
maintenance work, be paid by prevailing wage labor rate or the City will be prohibited
from receiving state funding or financial assistance. The City has elected to adhere to
these requirements and an analysis determined that compliance would increase annual
public works maintenance and Capital Improvement Program contracts by
approximately 25%. The City Attorney has advised that contract extensions that are
awarded after January 1, 2015, will need to be amended to include the prevailing wage
requirement and may be amended without re-bidding provided that all other terms of the
contract remain unchanged.
The contract language allows for annual contract extensions, subject to City Council
approval. D & J Foothill Electrical Contractors, Inc. has provided excellent services to
the City during the initial term of the contract and this would be the contractor’s first
extension. The proposed 22.6% contract increase in the amount of $25,940 is to offset
increased labor costs pertaining to the payment and administration of prevailing wage
rates. The total contract amount is a “not-to-exceed” amount and the work performed is
based on Capital Improvement Projects and extraordinary repair work on an as-needed
basis throughout the year. All other terms and conditions of the contract will remain in
effect.
FISCAL IMPACT
The total contract cost will be set at a not-to-exceed amount of $140,700. Sufficient
funds have been budgeted in the FY 2015-16 Capital Improvement Program and in
each department’s Operating and Maintenance budget accounts for facility
maintenance. All work performed is on a time and material basis and the contractor is
only paid for work performed.
Extension to Electrical Maintenance Services Contract
September 15, 2015
Page 3 of 3
RECOMMENDATION
It is recommended that the City Council authorize the direct the City Manager to
execute a one year extension to the contract with D & J Foothill Electrical Contractors,
Inc. for electrical repairs and preventative maintenance at various City facilities in the
amount of $140,700.
Attachment: Proposed Amendment No. 1
AMENDMENT NO. 1 TO THE ELECTRICAL SERVICES AND PREVENTATIVE
MAINTENANCE CONTRACT BY AND BETWEEN THE CITY OF ARCADIA
AND D & J FOOTHILL ELECTRICAL CONTRACTORS, INC.
This Amendment No. 1 No. 1this ______ day of
______________, 2015 by and between the City of Arcadia, a municipal corporation of the
State of California, and D & J Foothill Electrical Contractors, Inc., with respect to that certain
Agreement between the parties dated September 18, 2014 ).
The Parties agree as follows:
1. Section 3.3.4 of the Contract, the Term is hereby extended from September 18, 2015 to
September 18, 2016 .
2. Section 3.3.2 of the Contract is amended to provide that the total compensation for the
extended term shall not exceed ONE HUNDRED FORTY THOUSAND SEVEN
HUNDRED DOLLARS AND NO CENTS ($140,700.00).
3. All terms and provisions of the Contract not amended by this Amendment No. 1 are
hereby reaffirmed.
In witness whereof the Parties have executed this Amendment No. 1 on the date set
forth below.
CITY OF ARCADIA FOOTHILL ELECTRICAL CONTRACTORS,
INC.
By: By:
Dominic Lazzaretto
City Manager Title:
Dated: Dated:
By:
ATTEST: Title:
Dated:
City Clerk
APPROVED AS TO FORM CONCUR:
Stephen P. Deitsch Tom Tait
City Attorney Public Works Services Director