REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Orders with One Day Installation & Repairs Inc. and Tucker Construction, Inc. for Citywide As-Needed Repair Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW), Facilities Services Division (Facilities Division), oversees maintenance and repairs for approximately 1,200,000 square feet of buildings throughout the City including the Santa Clara Convention Center Complex Maintenance District #183 (MD #183). The Facilities Division is responsible for coordinating maintenance and repairs for various client departments and occasionally requires additional support from vendors to augment City staff on an as needed basis. The work includes a wide variety of interior and exterior construction repairs such as general carpentry, windows, doors, flooring, fencing, painting and drywall.
DISCUSSION
Pursuant to City Code Section 2.105.330, a formal Request for Proposals (RFP) was conducted as the solicitation method for this procurement, with the award recommendation based on “best value”. The factors considered in the evaluation were experience, technical capability, and cost.
The RFP for Citywide As-needed Repair Services was published using the City’s e-procurement system. A total of 45 companies viewed the RFP, and two proposals were received from the following firms:
- One Day Installation and Repairs, Inc.
- Tucker Construction, Inc.
Proposals were independently evaluated by a three-member evaluation team comprised of two representatives from DPW and one representative from the Santa Clara City Library. The City elected to conduct a Best and Final Offer to memorialize final clarifications that were discovered through the process and provide a final opportunity to revise cost proposals.
Staff recommends awarding Purchase Orders to Tucker Construction, Inc. as the highest ranked proposer and One Day Installation and Repairs, Inc. as the second highest ranked proposer. Utilizing two purchase orders will provide greater flexibility in assigning as-needed work based on availability, capacity, and performance. Both firms demonstrated experience in providing various types of repairs.
Under the proposed Purchase Orders, Tucker Construction, Inc. and One Day Installation and Repairs, Inc. will provide as-needed repair services citywide. Hourly rates will be fixed for the initial one-year term. Based on historical usage for these services, aggregate maximum compensation is estimated not to exceed $115,000. After the initial term, price adjustments will be considered if properly substantiated by the vendor and subject to approval by the City. In addition, there are four, one-year options to extend the term of the purchase orders for a total of five years assuming all options are exercised.
Prevailing wages will be paid under these purchase orders.
ENVIRONMENTAL REVIEW
The action being considered is exempt for the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15301 “Existing Facilities” as the activity consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agencies determination.
FISCAL IMPACT
The proposed purchase orders are being established for a total aggregate not-to-exceed amount of $115,000 during the initial one-year term. Appropriations for the current year have been incorporated in each applicable department’s FY 2021/22 annual budget including MD #183. Future year appropriations will be included as part of the annual budget development process.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute Purchase Orders with Tucker Construction, Inc. and One Day Installation and Repairs, Inc. for citywide as-needed repair services for an initial one-year term, with maximum compensation not-to-exceed an aggregate amount of $115,000, subject to the appropriation of funds; and
2. Authorize the City Manager to exercise up to four one-year options to extend the term of the purchase orders, subject to the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Deanna J. Santana, City Manager