SR 06:120 - Laserfiche WebLink

It is not always practical or cost effective for City staff to perform certain maintenance functions that are essential to keep our City in good order. Out-sourced contracting has been the solution of choice when cost evaluations determine that the work can be provided at a lower cost by using out-sourced contractors, and also in cases where City staff does not have a specific trade expertise. The City has funding in the operating budget for miscellaneous repairs from outside contractors when City Staff cannot do the work. For example, in the event the Library meeting room requires painting, there are two painters on contract with the City under this "As Needed" contract. Staff would then contact both vendors and request a bid for services to determine vendor's availability during the required timeframe. Upon receipt of the bids, staff would then select a vendor and authorize the work to begin. All as needed contractors have already filed their insurance certificates, hourly rates and product mark up with the City. This process allows for Staff to authorize the work and have the work completed in a much timelier manner then formally bidding each and every small project. For all projects over $25,000, staff will contact all vendors on their bid list and request proposals from each contractor. Staff would then issue a purchase order or City Manager's contract for the project. Contracting does require good staff management and diligence to be effective. Over the last few years, staff has made an effort to consolidate the number of contracts issued for miscellaneous and "as needed" services to facilitate efficient management of contracts and achieve cost effectiveness. A number of trade specialties fall into the same category referred to "as needed," and therefore, we have consolidated the bidding procedure. Below is a listing of the various trade specialties we are seeking, by City Division, that will oversee the work: Facilities Repairs Utilities Park Landscape Painting Roofing Installation/Repair HVAC Electrical (General) Sewer System Repairs Water Main Repairs Concrete (sidewalk) Irrigation Storm Drain System Repair Polybutylene Services Plant Installation General Landscape ConstructionlRenovation Flooring General Construction Pest Control Glass Door/Gate Maintenance Process Control Electrical Water Pump Repairs Sewer and Storm Pump Repairs Fence Installation and Repair SR 06:120 Page 2 of 4