TERRA LANDSCAPE #2025024 - Laserfiche WebLink

Page 2 of 5 The current as-needed service agreements are set to expire on June 30, 2024. An RFP was formally advertised in April 2024 for new agreements for as-needed services, by posting a legal publication and notification on the City’s website and through third-party vendor Bidnet Direct. A total of 56 proposals were received from licensed contractors for the six divisions, and 30 categories were identified for as-needed, necessary services. All proposals have been evaluated and met or exceeded the minimum qualifications listed in the RFP for the categories listed in Table 1 below. Contractors’ licenses and DIR registration have been verified. DISCUSSION Utilizing prequalified and preapproved as-needed service agreements allows staff to authorize and direct the work effectively and efficiently. When utilizing the as-needed service contractors to perform essential tasks, staff will follow the approved Procurement Procedures and Manual (as approved by the City Council on March 21, 2024). Appropriate contractors with the required license and area of expertise will be contacted with a scope of service to provide a quote for those services. For all individual work/projects, the Contractor(s) will submit a written estimate detailing the cost to perform the requested work or services. A task order is issued based on the lowest responsible and responsive bids that are available to meet the City’s specified performance timeline. The costs will be applied against the not-to-exceed limit of the agreement. The City will then issue a Task Authorization letter as a guide for reimbursement when the scheduled work is completed to the satisfaction of the City. As part of the bid process, all as-needed contractors provided labor and equipment rates, markup percentages, and their Department of Industrial Relations (DIR) number where applicable. In addition, as a condition of the agreement, each contractor will provide the required certificates of insurance and verification of a current City of Pleasanton business license. Performance and Payment Bonds may be requested depending on the type of services requested and the risk evaluation by staff. Table 1 below lists 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 recommends entering into an 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 from authorized task orders against all agreements to ensure they are within budgeted amounts. The Department will ensure all cumulative task orders issued against the listed contracts below will not exceed the total approved budget. For the three service categories that received no submitted proposals, staff will enter into a single-use agreement for each project. Table 1 – Recommended As-Needed Services Agreements Service Categories Contractor Year One Not-To- Exceed DocuSign Envelope ID: 362D8D4F-0A40-4615-9593-694EA0102D6F