Department of Utilities
Reference: Master Price Agreement (MPA) Renewals
To: Mayor Gregory Mills and Members of City Council
Through: Michael P. Martinez, City Manager
Prepared By: Scott Olsen, Director of Utilities
Date Prepared: October 16, 2023
PURPOSE
Requesting City Council’s approval for the amendment to extend each Master Price Agreement described herein for a period of one year, which has been previously awarded to the specified vendor, and approving the resolution giving the City Manager, or designee, authority to sign the contract amendment. Per City Code Section 3-8-180, “After the City Council has approved a master price agreement with an annual not to exceed price, 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…All extensions and amendments to master price agreements in excess of the authority of the City Manager to approve shall be approved by the City Council.”
BACKGROUND
City staff previously advertised Requests for Proposals for various services needed for department operations. All proposals were formally evaluated and the City entered into Master Price Agreements (MPAs) with those respondents deemed responsive and responsible. There is no guaranteed amount of work under the MPAs and each contract is valid for a base term of one year with four possible extensions. All of the MPAs brought before Council tonight are in their fourth extension and could be extended one more time in the future. The MPAs are utilized to achieve annual/ongoing requirements, provide assistance to City staff in emergency situations and for as-needed services.
FINANCIAL IMPACT
All MPAs presented for extension this evening have a not-to-exceed amount that requires City Council approval. Sufficient appropriation exists in the Utilities Department capital improvement and operating budgets approved by City Council for various tasks that may utilize MPAs.
STAFF RECOMMENDATION
Approve Resolution as drafted renewing the Master Price Agreements for a one-year term and setting the annual not-to-exceed amounts.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approve Resolution as drafted
Ø Reject Resolution as drafted
Ø Request changes to Resolution as drafted
Attachments
Ø Resolution