15 - Laserfiche WebLink

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, 245 miles of sewers, 195 miles of storm, and approximately 22,000 service connections • 217 miles of roads • 136 publicly maintained buildings • 1,016 acres of open space, 385 of developed acres of parks, 85 acres of medians, and 47 miles of trails. It is not always practical or cost effective for City staff to maintain and repair all the infrastructure listed above. On occasion, as-needed contractors are needed to supplement City staff to maintain the City's infrastructure and assets. Outsourcing 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 than 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. The as needed agreements are also utilized by the Engineering and Library and Recreation Department and coordinated with Operations Services Staff. 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. With these amendments the rates that were originally submitted will be increased by the current Consumer Price Index (CPI) of 8.3% that was effective for April 2022 per the condition in the original agreement. Of the original 46 agreements that were entered into on July 1, 2019, eight as-needed agreements as listed in Table 1 require an increase to their not-to-exceed total amount and changed to a cumulative amount for the next two fiscal years. Twenty-two agreements require only a term extension and the remaining 16 agreements will expire June 30, 2022, and are no longer needed. Page 2 of 3