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Department of Finance - Division of Procurement & Contracts
Reference: Award of Formal Solicitation for “As Needed” Services Including Repair, Installation and Maintenance
To: Mayor Richard N. McLean and Members of City Council
Through: Clint Blackhurst, Acting City Manager
Prepared By: Pam Roeding, Procurement & Contracts Manager
Through: Chontel Trujillo, Assistant City Manager Operations; Karla Armstrong, Manager of General Services
CC: Jean Starr, Finance Director
Date Prepared: June 14, 2017
PURPOSE
Requesting City Council approval of a formal proposal for “As Needed” Electrical Services Including Repair, Installation and Maintenance to the lowest most responsive and responsible proposer, and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.200, “. . . . After the City Council has approved a multi-term contract, the City Manager may approve an annual extension and any amendment thereto, provided that the contractor has performed the work satisfactorily, all terms and conditions of the contract have been fulfilled, the funds for said extension and amendment have been appropriated, and so long as the dollar amount of said contract extension and amendment is within the authority of the City Manager to approve. The City Manager, at his or her discretion, may take a multi-term contract and amendment thereto to the City Council for approval. All extensions and amendments to multi-term contracts in excess of the authority of the City Manager to approve shall be approved by the City Council.”
BACKGROUND
Formal Proposals were requested from qualified Contractors for the “As Needed” Electrical Services Including Repair, Installation and Maintenance. A multi-term agreement will be utilized, which includes the possibility of four, one-year extensions based on performance and renewable annually. Performance will be reviewed during the contract season and at the completion of each term with a decision made to continue or cancel the existing agreement. Each year’s renewal would be subject to annual appropriation.
This multi-term agreement will assist all departments with many projects and the day-to-day ongoing repairs and maintenance. These projects include, and although are not limited to, the replacement and refurbishing of existing light fixtures, the installation of electrical protection equipment, the installation of access control equipment, and the wiring of HVAC equipment.
The past performance of Vaughn’s Electric has been excellent and they have performed well. Their five year multi term has expired. The accumulative spend for the five year multi term was approximately $700,198.37.
Any projects over the estimated amount of $25,000 will not be covered by this services agreement and will be formally bid by Procurement & Contracts following Municipal Code requirements.
An Optional Pre-Proposal meeting was conducted with four firms attending. Formal proposals were received on June 5, 2017 at 10:00 AM from the following (4) Electrical Contractors:
Ø Capital Electrics
Ø Sturgeon Electric
Ø Vaughn’s Electric
Ø Weifield Group
FINANCIAL IMPACT
The 2017 Adopted Budget for the different departments contains budget dollars for repairs and maintenance under the formal bid level of $25,000.
STAFF RECOMMENDATION
The Finance Department, in working with the General Services Department and after completing the review and evaluation of these proposals, the recommendation is to award to the firm having the requisite expertise and experience to perform the required services of Vaughn’s Electric for “As Needed” Electrical Services Including Repair, Installation and Maintenance Services under $25,000 per project. The recommended firm is Vaughn’s Electric.
Vaughn’s Electric is in good standing with the State of Colorado.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require new proposals be prepared
ATTACHMENTS
Ø Resolution
Ø Evaluation Matrix
Ø Unit Price Comparison