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BACKGROUND The City of Pleasanton's population is just over 82,000 within approximately 24 square miles. Within the City's boundaries are: • 325 miles of water mains, 260 miles of sewers, and approximately 22,000 service connections • 217 miles of roads • 136 publicly maintained buildings • 832 acres of Open Space, 368 acres of Parks, 85 acres of Medians, and 25 miles of Trails. It is not always practical or cost effective for City staff to maintain and repair the infrastructure that is listed above. As-needed contractors combined with City staff are essential to keeping the City in good operating order. Out-sourcing certain services and contracting with specific trades has proven to be an effective solution when the City does not have the staffing or specific trade expertise to handle certain tasks. DISCUSSION Utilizing as-needed service agreements allows staff to authorize the work and to have it completed in a much timelier manner then formally bidding each small project. When utilizing the as-needed service contractors to perform a task, staff will contact the appropriate contractor(s), provide a scope of services, and request a quote for those services. Based on contractor availability and pricing for that task, staff will then authorize the selected contractor to proceed with the work and the costs will be applied against the not-to-exceed limit of the agreement. As part of the bid process, all as-needed contractors provided labor and equipment rates, mark up percentages, 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. Table 1 below provides a listing of each type of as-needed service category, the recommended contractor(s) to enter into agreement with for that category based on pricing rates and qualifications, and the recommended not-to-exceed limit for year one of each agreement. In many cases, staff is recommending entering into agreement with multiple contractors for a single service category to have the flexibility to obtain the best combination of pricing, trade skills, and response time on a task by task basis. For the service categories with multiple agreements, since the percentage use of each contractor cannot be fully defined at this time, the total not-to-exceed agreement amounts are higher than the anticipated expenditures. However, staff will track expenditures against all agreements to ensure they do not exceed budgeted amounts. For the Facilities & Streets Division, expenditures from the as-needed service agreements are primarily funded from the Operations Fund - Contract Services. The FY2019/20 budget is $1,026,500. For the Utilities Division, expenditures from the as- needed service agreements are primarily funded from the Water and Sewer Repair and Replacement Funds. The FY2019/20 budget is $2,810,500. For the Parks Division, Page 2 of 4