PREPARED BY: CHIARA HANNA DATE OF MEETING: 03/18/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE FIVE YEAR “ON-CALL” AGREEMENTS WITH: (A) ACCO ENGINEERED SYSTEMS, INC. IN AN AMOUNT NOT-TO-EXCEED $50,000 ANNUALLY FOR MECHANICAL SERVICES; (B) MESA ENERGY SYSTEMS, INC. IN AN AMOUNT NOT-TO-EXCEED $50,000 FOR MECHANICAL SERVICES; (C) HAMILTON TREE SERVICE, INC. IN AN AMOUNT NOT-TO-EXCEED $50,000 ANNUALLY FOR TREE SERVICES; (D) HERCULES TREE SERVICE AND LANDSCAPE CONSTRUCTION, INC. IN AN AMOUNT NOT-TO-EXCEED $50,000 ANNUALLY FOR TREE SERVICES; AND (E) SKYVIEW TREE EXPERTS, INC. IN AN AMOUNT NOT-TO-EXCEED $50,000 ANNUALLY FOR TREE SERVICES
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Although the award of these agreements is not a policy item under the City Council Priority Workplan, they are necessary for ongoing City operations to provide immediate response for tree services and mechanical services for the City of San Pablo.
BACKGROUND
Since 2016, the Public Works Department has entered into On-Call contracts with firms to provide professional services to the Engineering Division within the Public Works Department. When evaluating the need for On-Call services last year, staff chose to expand the On-Call contracts to maintenance and trade services in addition to the previous professional services.
On-Call contracts expedite work by providing the City with service providers already under contract and ready to perform the work required, thereby reducing time to bring contractors on board for assistance by two to three months. On-Call contracts provide staff with firms available to provide these services on short notice (including emergency services) having gone through the competitive procurement process and executed a Master Agreement for services during the five-year term.
On March 15, 2023, the Public Works Department issued a Request for Qualifications (RFQ) for On-Call Maintenance and Trade Services. As a result, on June 20, 2023, through Resolution 2023-096, the City Council awarded On-Call contracts for the disciplines of electrician and plumbing services. However, no other disciplines were awarded at that time.
On January 3, 2024, the Public Works Department issued another RFQ for On-Call Maintenance and Trade Services. Proposals for the five-year On-Call contracts were due on January 31, 2024. One contractor submitted a Statement of Qualifications for the Electrician discipline to handle electrical repairs for City buildings and facilities; two contractors submitted Statements of Qualifications for the Mechanical discipline to handle HVAC repairs; two contractors submitted Statements of Qualifications for the Plumbing discipline to handle plumbing repairs for City buildings and facilities; four contractors submitted Statements of Qualifications for the Tree Services discipline to handle arborists’ reports, and tree trimming and removal services; and no contractors submitted Statements of Qualification for the discipline of concrete repairs.
Contractors’ proposals were evaluated on understanding of the work, experience with similar work, quality and availability of staff, references, and their completeness of the Proposal as well as their ability to follow the instructions provided in the RFQ. The table below outlines the five firms selected and the disciplines for which each contractor was selected.
|
Contractor |
Discipline |
|
Acco Engineered Systems, Inc. |
Mechanical |
|
Mesa Energy Systems, Inc. |
Mechanical |
|
Hamilton Tree Service, Inc. |
Tree Services |
|
Hercules Tree Service & Landscape Construction, Inc. |
Tree Services |
|
SkyView Tree Experts, Inc. |
Tree Services |
Each Agreement authorizes a not-to-exceed amount of $50,000 for each firm annually. Task Orders specifying the scope and cost of any requested work would be approved only if adequate capital project funds or operating budget funds exist to cover the cost of the specific work. The Agreements do not guarantee that any or all of the authorized not-to-exceed amount will actually be expended in any given year.
FISCAL IMPACT
Staff is requesting authorization to enter into Master Agreements for five-year terms with ACCO Engineered Systems, Inc., Mesa Energy Systems, Inc., Hamilton Tree Service, Inc., Hercules Tree Service & Landscape Construction, Inc., and SkyView Tree Experts, Inc. in amounts not-to-exceed $250,000 each over the five years.
The fiscal impact for the Master Agreements is outlined in the table below:
|
Contractor |
Discipline |
Annual Not-to-Exceed Cap |
Five-Year Contract Term Not-to-Exceed Cap |
|
ACCO Engineered Systems, Inc. |
Mechanical |
$50,000 |
$250,000 |
|
Mesa Energy Systems, Inc. |
Mechanical |
$50,000 |
$250,000 |
|
Hamilton Tree Service |
Tree Services |
$50,000 |
$250,000 |
|
Hercules Tree Service & Landscape Construction, Inc. |
Tree Services |
$50,000 |
$250,000 |
|
SkyView Tree Experts, Inc. |
Tree Services |
$50,000 |
$250,000 |
ATTACHMENTS
Att A - Resolution
Att B - Request for Qualifications Maintenance and Trade Services dated 1/3/24
Att C - ACCO Engineered Systems, Inc. Draft Agreement
Att D - ACCO Engineered Systems, Inc. Proposal
Att E - Mesa Energy Systems, Inc. Draft Agreement
Att F - Mesa Energy Systems, Inc. Proposal
Att G - Hamilton Tree Service, Inc. Draft Agreement
Att H - Hamilton Tree Service, Inc. Proposal
Att I - Hercules Tree Service & Landscape Construction, Inc. Draft Agreement
Att J - Hercules Tree Service & Landscape Construction, Inc. Proposal
Att K - SkyView Tree Experts, Inc. Draft Agreement
Att L - SkyView Tree Experts, Inc. Proposal