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BACKGROUND The City is responsible for maintaining significant infrastructure including: 277 miles of water mains with 20,519 service connections 206 miles of roads Over 100 publicly maintained buildings Over 1,200 acres of managed parkland and recreational open space. Due to the number and type of facilities that must be maintained, it is not always practical or cost effective for City staff to perform certain maintenance functions that are essential to keep our City in good order. To address this situation, the City has established a system for the utilization of "as needed" service contractors. In general, as- needed contracts have proven to be effective when cost evaluations determine that the work can be provided at a lower cost by out sourced contractors and in cases where City staff does not have a specific trade expertise. For example, in the event a City owned park restroom is vandalized requiring painting, there are painters on contract with the City under this "as needed" contract. Staff would then contact a contractor, provide a scope of service to them and request a bid for services. Based on contractor availability and bid prices, staff would then authorize the work to begin. All "as needed" contractors have already provided their insurance certificates, hourly rates and product mark up to the City. This process allows for staff to authorize the work and have the work completed in a much timelier manner then formally bidding each small project. For all projects over $25,000, staff will contact all vendors on their bid list and as many other contractors in that specific trade as possible and request proposals from each. Staff would issue a purchase order or City Managers contract for the project. DISCUSSION The City's purchasing procedures require that the awarding of as- needed service contracts be approved at a City council meeting. The contracts have a maximum term of two years and an annual limit of $100,000. A sample as needed agreement is attached (Attachment 2) for City council information. However, due to the number of recommended contracts, the actual.contracts have not been included. The Assistant Director of Operations Services or the and /or Superintendent in charge of the division overseeing the selected as- needed contractor will provide terms for each individual as- needed project. Submitt Fiscal Review: Approve by: CI A i i Daniel Smit avid P. Culver Nelson Fialho Director of Operations Services Director of Finance City Manager Attachments: Attachment 1 Listing of Recommended "As Needed" Service Contract Vendors Attachment 2 Sample As Needed Contract Page 2 of 3