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THE CITY OF _ L \ LP. 1 2 ° CITY COUNCIL AGENDA REPORT pLEASANTON© June 6, 2017 Operations Services Department TITLE: APPROVAL OF "AS NEEDED" CONTRACTS FOR VARIOUS OUT-SOURCED CONTRACTOR SERVICES RELATED TO FACILITY REPAIRS, STREET REPAIRS, UTILITY MAINTENANCE, EQUIPMENT REPAIRS, AND PARK, TRAIL AND STREET MEDIAN MAINTENANCE AND LANDSCAPING SUMMARY To effectively maintain community infrastructure, the City actively seeks a number of out- sourced contractor services in a broad range of areas, including facility repairs, streets repairs, utilities (water and sewer) maintenance, equipment repairs, and park, trail and street median maintenance and landscaping. In March, staff solicited bids for the services of experienced licensed contractors to perform routine and emergency "As Needed" services and repairs by posting a legal publication as well as posting the notification on the City's website. The recommended Agreements will commence on July 1, 2017 and expire on June 30, 2018 with an option for two additional one-year extensions. In previous years, the City awarded roughly 40 as-needed contracts per cycle, each contract with an annual not-to exceed amount of $100,000 per fiscal year spending authority. For this cycle, the Operations Services Department is changing the as-needed contract structure to an initial $1,000,000 cumulative value over the entire duration of the contracts for all as-needed contracts outlined in this report. The flexibility and fiscal responsibility this change affords is necessary due to the unexpected nature of as-needed services. RECOMMENDATION Authorize the City Manager to enter into an Agreement with each listed vendor for As-Needed services for a twelve-month period starting July 1, 2017 with a cumulative spending authority of $1,000,000 for all as-needed contracts for the entire duration of contract terms. If as-needed work throughout the city requires additional spending authority, the Operations Services Department will seek Council approval for any additional increases. FINANCIAL STATEMENT Contracted services are funded in the Operating and Capital Improvement budgets for the Divisions that oversee the work.