15 - Laserfiche WebLink

BACKGROUND The City's Operations Services Department oversees and maintains 136 facilities and 7,003 street, parking lot and pathway lights. Because it's not always practical, or cost effective, for City staff to perform certain maintenance functions that are essential to keep our City in good order, the City utilizes specialty service providers when cost evaluations determine that the work can be provided at a lower cost, when City staff does not have a specific trade expertise, or when there is an emergency or unanticipated situation requiring immediate attention. An example of this later situation may be vandalism to a City park restroom requiring painting and or repair to plumbing, electrical, etc. This approach has been used effectively for many years and is included in the City's Purchasing Procedures Manual. To assure a provider is available to address unforeseen service needs, the City may contract with multiple service providers who are selected, in part, based on their projected hourly and base costs and service expertise. In addition, to assure competitive pricing from the contracted service providers, staff will often require bids for individual projects prior to selecting a specific "As-Needed" provider to complete work. As such, while the agreements include a maximum value of $100,000, the amount of service fees incurred may be significantly less than this amount and varies amongst providers. Currently, HVAC maintenance and repair services and pest control service is provided to twenty five facilities and these services have typically been provided using "As-Needed" service providers. Services include both routine maintenance and as needed services to address outages and an outbreak of pests. Street, parking lot and pathway light repair and maintenance has also been traditionally provided through these service agreements and in this case, staff anticipates utilizing these services to address service repairs and emergencies. DISCUSSION Staff conducted an Invitation to Bid out-reach effort to insure that Pleasanton vendors were given sufficient notice and opportunity to submit bids. In response to this effort, a total of four bids were received for HVAC services, two bids were received for pest control services and two bids were received for electrical services. One HVAC service bid was disqualified for being incomplete. All of the recommended vendors demonstrated expertise in their field, submitted the lowest base bid and met the Bid qualifications. These services are budgeted in the Operations Services Department; specifically, HVAC and pest control services is charged to Building Maintenance (031168) and street, parking lot and pathway lights is charged to Street Cleaning/Traffic Program (335409). Sub. i ' _. , Fiscal Review: Approved y: I. ' • lti Daniel Sm. h Emily W�fgner Nelson Fialho Operation Services Director Director of Finance City Manager Attachments: Professional Services Agreements Page 2 of 2