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THE CITY OF 6 "" CITY COUNCIL AGENDA REPORT pLEASANTONL March 5, 2019 Operations Services TITLE: AUTHORIZE ADDITIONAL FUNDING TO "AS-NEEDED" CONTRACTS BY INCREASING THE CUMULATIVE VALUE FOR VARIOUS OUT- SOURCED 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 2017, 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. 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. In June of 2017, the as-needed contract structure was changed 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 proposed action would increase the cumulative amount to $1,565,000 for these contracts to carry out all the planned projects for the remainder of the fiscal year. All Prevailing Wage and/or Engineer News Records Construction Cost Index for the Northern California region rate changes remain in effect. RECOMMENDATION Authorize the City Manager to increase the as-needed contract structure by $565,000 for the cumulative value of the "As-Needed services" contracts for all planned projects that are outlined in this report. FINANCIAL STATEMENT Contracted services are funded in the Operating, Internal Service Funds and Capital Improvement budgets for the Divisions that oversee the work. As of February 19, 2019, the Operations Services Department has spent $848,275.73 in FY 18/19 of the $1,000,000 allocated funds. With existing projects, upcoming planned projects, and unforeseen emergency work, staff estimates that they will need an additional $565,000 for the remainder of the fiscal year. Funds are available in existing budgets.