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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 Page 1 of 2 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. Page 2 of 2 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