HomeMy WebLinkAboutItem 2d: Contract with D & J Foothill Electrical Contractors for Electrical Repairs and Preventative Maintenance at Various City FacilitiesDATE: August 17, 2010
TO: Mayor and City Council
FROM: Tom Tait, Public Works Services Director
SUMMARY
DISCUSSION
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STAFF REPORT
Public Works Services Department
Prepared by: Dave McVey, General Services Superintendent
SUBJECT: AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT WITH
D & J FOOTHILL ELETRICAL CONTRACTORS, INC. FOR
ELECTRICAL REPAIRS AND PREVENTATIVE MAINTENANCE AT
VARIOUS CITY FACILITIES IN THE AMOUNT OF $112,910
Recommendation: Approve
Public Works Services conducted a formal bidding process to award an annual contract
for electrical repairs and preventative maintenance at various City facilities. However
on July 6, 2010, the City Council rejected all bids because there were only two (2) bids
that were received and as a result, the City Council directed staff to re -bid the contract.
Staff conducted another formal bid to award an annual for contract these services and
based on the bid results, staff recommends that the City Council authorize the City
Manager to execute a one (1) year contract with D & J Foothill Electrical Contractors,
Inc. in the amount of $112,910.
The Public Works Services Department is responsible for the maintenance and repair of
all City owned facilities. Maintaining electrical components can be costly when
unexpected situations arise. In order to ensure proper electrical operations in facilities,
staff has determined that a maintenance contract is the most cost - effective and reliable
approach because it provides expertise for preventative maintenance and immediate
response for any necessary repairs.
City staff conducted a formal bid for electrical repairs and preventative maintenance at
various City facilities. However on July 6, 2010, the City Council rejected all bids and
directed staff to re -bid the services because only two (2) bids were received. Staff
conducted another formal bid and notices inviting bids were published in the adjudicated
Mayor and City Council
August 17, 2010
paper and bid packages were distributed to area contractors. The City Clerk publicly
opened four (4) sealed bids on July 29, 2010 with the following results:
Bidder
D &J Foothill Electrical Contractors, Inc.
Ace Construction & Maintenance, Inc.
GA Technical Services, Inc.
AVA Builders, Inc.
Staff has reviewed the bid documents for content and has investigated the contractor's
background and determined that D & J Foothill Electrical Contractors, Inc. is the lowest
responsible bidder and is able to perform the work required. Also, to determine further
as to why other potential bidders did not submit bids for these services, the most
common response provided to staff was that smaller companies are unable to meet the
cost of the bond requirement for the job. Other responses were that the vendor could
not guarantee their prices for a year or they simply felt that they could not compete with
their competition and decided to not turn in a bid.
Therefore, staff recommends that the City Council authorize the City Manager to
execute a one (1) year contract with D & J Foothill Electrical Contractors, Inc. for
electrical repairs and preventative maintenance at various City facilities in the amount of
$112,910.
FISCAL IMPACT
Sufficient funds are budgeted in the 2010 -11 Facilities Maintenance Operating budgets
of Fire, Police, Library, Recreation, Community Center, and Public Works for these
services.
RECOMMENDATION
TT: DM
Location
La Verne, CA
North Hollywood, CA
Brea, CA
Van Nuys, CA
1. Award a contract to D & J Electrical Contractors Inc. for the electrical
repairs and preventative maintenance at various City facilities in the
amount of $112,910.
2. Waive any informality in the bid or bidding process.
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Amount
$112,910.00
$116,174.04
$122,781.50
$153,320.16
3. Authorize the City Manager and City Clerk to execute a contract in a
form approved by the City Attorney.
Approved by: ` ■ Pa - -.--�
Donald Penman, City Manager