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BACKGROUND The City's utilities systems include water, recycled water, sewer, and stormwater. These systems include approximately 30 pump stations, 22 reservoirs, and numerous other facilities that require electrical, instrumentation, telemetry, and Supervisory Control and Data Acquisition (SCADA) system and infrastructure in order to properly operate. It is not always practical or cost effective for City staff to maintain and repair this infrastructure. 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 prior to agreement execution. 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 contractors 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. Staff is recommending entering into agreements 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. 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 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. Page 2 of 3