PREPARED BY: CHIARA HANNA DATE OF MEETING: 04/07/2025
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 UP TO AN ADDITIONAL $100,000 FOR FISCAL YEAR 2024/25, FOR A TOTAL AMOUNT NOT TO EXCEED AMOUNT OF $1,433,320 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.
CEQA Compliance Statement
This proposed action is not a project as defined by CEQA.
BACKGROUND
Since 2016, the Public Works Department has entered into “on-call” contracts with a variety of firms to provide maintenance and trade services for both capital projects and operational needs.
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, pursuant to 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, pursuant to 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. And, on November 18, 2024, pursuant to Resolution 2024-139, City Council authorized the City Manager to execute a Second Amendment to the Agreement to increase compensation for Fiscal Year 2023-24 by $83,320 for services rendered in Fiscal Year 2023-24, and up to an additional $100,000 for on-call electrician services in Fiscal Year 2024-25 through Fiscal Year 2027-28, for a total compensation authorization not to exceed $1,333,320 under the contract.
During Fiscal Year 2024-25, the City budgeted $250,000 for DC Electric to provide electrician services. However, due to unforeseen traffic incidents resulting in damage to City-owned traffic and streetlight facilities, staff is requesting an increase in compensation by up to an additional $100,000 for on-call electrician services in Fiscal Year 2024-25. On top of regularly scheduled services to maintain City-owned traffic signals and Rectangular Rapid Flashing Beacons (RRFB) and streetlights, significant emergency response services were necessary because of multiple decorative streetlight knockdowns, and damaged traffic signal equipment. Staff is requesting to augment compensation due to electrician services needs for active Capital Improvement Projects, as well as increased labor and materials costs.
Costs incurred for unplanned electrician services completed by DC Electric in Fiscal Year 2024-25 through December 31, 2025 are as follows.
|
Description |
Amount |
|
Streetlight Replacements |
$98,172 |
|
Traffic Signal Repair Work |
$60,633 |
|
TOTAL |
$158,805 |
Staff recommends the City Council authorize the City Manager to execute a Third Amendment to the Agreement increasing compensation by up to an additional $100,000 for Fiscal Year 2024-25, for a compensation under the contract as amended not to exceed $1,433,320.
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 through Funds 200-3710-43600 and 237-3610-43600.
DC Electric Group, Inc.: On-Call Maintenance & Trade Services Agreement
|
Description |
Not-to-Exceed |
|
Fiscal Year 2023/24 |
$333,320 |
|
Fiscal Year 2024/25 |
$350,000 |
|
Fiscal Year 2025/26 |
$250,000 |
|
Fiscal Year 2026/27 |
$250,000 |
|
Fiscal Year 2027/28 |
$250,000 |
|
TOTAL |
$1,433,320 |
ATTACHMENTS:
Att A - Resolution
Att B - DC Electric Group, Inc. Draft Amendment #3