PREPARED BY: CHIARA HANNA DATE OF MEETING: 11/18/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY $83,320 FOR FISCAL YEAR 2023/24 FOR SERVICES RENDERED IN FISCAL YEAR 2023/24, AND UP TO AN ADDITIONAL $100,000 PER FISCAL YEAR FOR FISCAL YEAR 2024/25 THROUGH FISCAL YEAR 2027/28, FOR A TOTAL AMOUNT NOT TO EXCEED OF $1,333,320 FOR THE ON-CALL ELECTRICIAN MAINTENANCE AND TRADE SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND DC ELECTRIC GROUP, INC.
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2023-2025 Council Priority Workplan Compliance Statements:
The award of on-call maintenance and trade services agreements is not contained in the City Council’s Priority Workplan but is recommended for optimizing the efficiency of ongoing operations and providing immediate response for traffic signal and streetlight outages for the City of San Pablo
BACKGROUND
Since 2016, the Public Works Department has entered into “on-call” contracts with a variety of firms to provide professional services for both capital and operational needs. When evaluating the need for on-call services in 2023, staff chose to expand on-call contracts to maintenance and trade services in addition to 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 contractors available to perform 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 June 20, 2023, through Resolution 2023-101, the City Council awarded an on-call Maintenance and Trade Services Agreement to DC Electric Group, Inc. (DC Electric) to provide electrician services. The Agreement authorized an amount not to exceed $150,000 each fiscal year for a five-year term for a total authorization not to exceed of $750,000. On December 18, 2023, through Resolution 2023-174, the City Council authorized the City Manager to execute a First Amendment to the Agreement with DC Electric for an additional amount not to exceed $100,000, for a total authorization not to exceed $850,000.
During Fiscal Year 2023/24, the City budgeted $250,000 for DC Electric to provide electrician services. However, due to unforeseen traffic incidents resulting in an increased number of traffic signal and equipment replacement and maintenance, and decorative streetlight replacements, actual expenditures for services rendered was $333,320 in Fiscal Year 2023/24. Due to safety concerns and to limit the City’s liability, Public Works staff directed DC Electric to proceed with emergency electrician services prior to executing an Amendment. In addition, as a result of continuing vehicular incidents and damage to traffic signals and equipment, and streetlight replacements, staff is also requesting an increase in compensation by up to an additional $100,000 for on-call electrician services in Fiscal Year 2024/25 through Fiscal Year 2027/28 to continue daily operations of City-owned traffic signals and streetlights throughout the City.
Staff recommends the City Council authorize the City Manager to execute a Second Amendment to the Agreement increasing compensation by $333,320 for Fiscal Year 2023/24 for services rendered in Fiscal Year 2023/24, and up to an additional $100,000 per fiscal year for Fiscal Year 2024/25 through Fiscal Year 2027/28, for a compensation under the contract as amended not to exceed $1,333,320.
FISCAL IMPACT
The fiscal impact for the on-call Maintenance and Trade Services Agreement with DC Electric is outlined in the table below. The Agreement does not guarantee that any or all of the authorized not to exceed amount will actually be expended. Work will be approved only if adequate Capital Improvement Budget funds or Public Works Operating Budget funds exist to cover the cost.
DC Electric Group, Inc.: On-Call Maintenance & Trade Services Agreement
|
Description |
Not-to-Exceed |
|
Fiscal Year 2023/24 |
$333,320 |
|
Fiscal Year 2024/25 |
$250,000 |
|
Fiscal Year 2025/26 |
$250,000 |
|
Fiscal Year 2026/27 |
$250,000 |
|
Fiscal Year 2027/28 |
$250,000 |
|
TOTAL |
$1,333,320 |
ATTACHMENTS:
Att A - Resolution
Att B - DC Electric Group, Inc. Draft Amendment No. 2