REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Orders for Citywide As-Needed Interior and Exterior Painting Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works (DPW) has the responsibility of maintaining and repairing approximately 1,100,000 square feet of buildings located throughout the City. To effectively handle the workload required for maintaining these facilities, DPW utilizes vendors to provide assistance with various services. One such service that is contracted out is as-needed interior and exterior painting services at various locations, including City Hall, Santa Clara Convention Center, Old Courthouse, Police Building, Central Library, Northside Library, Senior Center, and Fire Stations.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Bids (RFB) was conducted as the solicitation method for this procurement with award to the lowest responsive and responsible bidder(s). The RFB allowed the City to make multiple awards at its sole discretion if determined to be in the City’s best interest.
On April 6, 2023, staff published RFB# 22-23-76 for As-Needed Interior and Exterior Painting Services on the City’s e-procurement system. Three bids were received by the deadline. The table below represents DPW’s estimated annual total, which is calculated by multiplying the hourly rates submitted by the vendors by the estimated annual usage (in hours).
|
Bidder |
Estimated Annual Total |
|
Armstrong Painting, Inc. |
$148,870.00 |
|
Fairway Painting |
$167,455.50 |
|
Aiden’s Quality Painting, Inc. |
$184,050.00 |
Staff is recommending primary award to Armstrong Painting, Inc. as the lowest responsive and responsible bidder. In addition, staff is recommending award to Fairway Painting and Aiden’s Quality Painting, Inc. in the event that Armstrong Painting is unavailable. By having multiple vendors, DPW can prevent any potential delays if Armstrong Painting is unavailable due to scheduling conflicts, staff shortages, or an increase in workload.
The compensation under each Purchase Order will be on a time and materials basis. The rates will be fixed for the initial one-year term. After the initial term, price adjustments will be considered if properly substantiated by the vendors and approved 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.
The vendors will provide a range of painting services including touch-up work to update offices, walls, and ceilings, as well as supporting larger projects at the Police Department building, the Convention Center garage, and historic properties managed by DPW.
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 amount to be paid to the contractors over the initial one-year term shall not exceed $200,000. The estimated cost of as-needed services is based on an estimate of past years’ expenditures and future planned projects. The majority of costs will be charged to the relevant departments and their respective funding sources based on the locations where the services are rendered. Sufficient budget is available to fund anticipated painting services in FY 2023/24. Costs beyond FY 2023/24 are subject to appropriation of funds by the City Council.
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> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute Purchase Orders with Armstrong Painting, Inc., Fairway Painting, and Aiden’s Quality Painting, Inc. for as-needed interior and exterior painting services for an initial one-year term starting on or around July 1, 2023 and ending on or around June 30, 2024 for a maximum aggregate amount not-to-exceed $200,000, funded by various City 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 compensation increases consistent with market rates not-to-exceed $250,000 per year and the appropriation of funds.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Jōvan D. Grogan, City Manager