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BACKGROUND It is not always practical or cost effective for City staff to perform certain maintenance functions that are essential to keep the City in good operating order. Out-sourcing certain services and contracting with specific trades has proven to be a cost-effective solution when cost assessments determine that the work can be provided at a lower rate by contractors and in some cases where City staff does not have specific trade expertise. The City funds these services through its operating budget for miscellaneous repairs from outside contractors when City staff cannot perform the work. As part of the bid process, all "As-Needed" contractors provided rates, product mark up and their Department of Industrial Relations (DIR) number. In addition, as a condition of the Agreement, each contractor will provide the required certificates of insurance and a City of Pleasanton business license number. This process allows staff to authorize the work and to have it completed in a much timelier manner then formally bidding each small project. For all projects over $25,000, staff will solicit multiple proposals from vendors in that specific trade to obtain the best possible price by the most qualified contractor. On June 6, 2017, City Council authorized the City Manager to enter in an Agreement with each vendor listed below 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 with the option to request additional spending authority by Council action. DISCUSSION The Agreements commenced on July 1, 2017 and will expire on June 30, 2018. Operations Services is requesting to exercise the option to renew and amend existing Agreements for an additional one-year term and allow for Prevailing Wage and/or Engineer News Records Construction Cost Index for the Northern California region rate changes. Since July 1, 2017, the total amount spent on all as-needed contracts is $667,859.37. Operations Services estimated expenditures of approximately $1,000,000 per fiscal year for as-needed services throughout the city. The flexibility and fiscal responsibility this change affords is necessary due to the unexpected nature of as-needed services. A sample contract amendment is provided as Attachment 1 to this report. Below is a listing of the contractors by trade specialty with the amount spent per contractor as of May 15, 2018. Contract Vendor Category FY Spent Amount Number 2018035 ACCO ENGINEERED HVAC Repairs and Maintenance 2018 $164,114.92 SYSTEMS D&D2018039 COMMERCIAL & Building and Painting Services 2018 $101,398.68 RESIDENTIAL 2018003 DEBERNARDI Construction Services 2018 $27,730.75 DEVELOPMENT 2018001 EAST BAY REFRIGERATION HVAC Repairs and Maintenance 2018 $6,519.77 2018041 FIRE PROTECTION Fire Suppression Services 2018 $10,506.63 SPECIALISTS Page 2 of 3