Agenda Item Wording:
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Award a Contract for On-Call Fencing Services - Authorize the City Manager to award an annual contract for On-Call Fencing Services to Ace Fence Company for one year, with 4 one-year optional renewals with an amount not to exceed $80,000 per year, or $400,000 over the life of the contract.
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Deadline for Action: 8/5/2024
Submitting Department: Public Works
Contact Name and Phone Number: Ben Litwack, Public Works Manager, ben.litwack@visalia.city <mailto:ben.litwack@visalia.city>, (559) 713-4671; Nick Bartsch, Public Works Director, nick.bartsch@visalia.city <mailto:nick.bartsch@visalia.city>, (559) 713-4052.
Department Recommendation:
Staff recommends that Council authorize the City Manager to award RFB 23-24-65 - Annual Contract for On-Call Fencing Services to Ace Fence Company. This contract will be for one year, with 4 one-year optional renewals with an amount not to exceed $80,000 per year, $400,000 over the life of the contract.
Background Discussion:
This contract will provide for fencing repair work, as needed, on City-owned and/or Right-of-Way properties. Some of this work will be planned and specified prior to contacting the vendor, while other work will be unexpected and in response to damage caused by accidents or vandalism. In some cases, this work will need to be completed with little notice and on a short timeframe.
On 11/16/23, the City issued RFB 23-24-08 for on-call fencing services. Only one bid was received. Several critical items were identified that were missing from the RFB, so the bid was rejected to allow a new RFB to be created to include those items.
On 5/10/23, the City issued RFB 23-24-65 for on-call fencing services with only one bid being received. The bid received was submitted by Ace Fence Company of Fresno, CA. The bid amount was $56,875.00, which only includes hourly labor costs based on an estimated number of both normal working hours and overtime hours (weekends, holidays, and emergency calls). These hourly rates will be used as a basis for payment for work completed. Additionally, materials to be supplied will be billed at the contractor’s cost, plus a markup not to exceed ten percent. Finally, the overhead rate will not exceed ten percent of the total hourly rate cost.
Fiscal Impact:
This is an on-call contract that will be utilized by multiple departments. Services will be paid for out of each department’s operating budget on an as needed basis.
The contract will be for an amount not to exceed $80,000 per year, with 4 one-year optional renewals, $400,000 over the life of the contract. Based on the City’s historical expenditures on fencing repair, this amount should be sufficient to cover both the hourly labor costs, material, markup and overhead.
Prior Council Action: None
Other: None
Alternatives: Reject bid and direct staff to rebid the contract.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award RFB 23-24-65 - Annual Contract for On-Call Fencing Services to Ace Fence Company. This contract will be for one year, with 4 one-year optional renewals for an amount not to exceed $80,000 per year, $400,000 over the life of the contract.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: Ace Fence Company (008).pdf