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HomeMy Public PortalAbout11. Agreement with Pomona Valley Plumbing, Heating, and Air Conditioning - On-Call Plumbing ServicesClaremont City Council Agenda Report File #: 4932 Item No: 11. TO: ADAM PIRRIE, CITY MANAGER FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR DATE: NOVEMBER 28, 2023 Reviewed by: City Manager: AP SUBJECT: AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH POMONA VALLEY PLUMBING, HEATING, AND AIR CONDITIONING FOR ON -CALL PLUMBING SERVICES (FUNDING SOURCES: GENERAL FUND, PROPOSITION C FUND, AND LANDSCAPE AND LIGHTING DISTRICT FUND) SUMMARY The City contracts with an outside vendor to provide plumbing services to all City facilities. The contract plumber is responsible for responding to a variety of issues related to park and building plumbing, including, but not limited to, drinking fountains, replacement/repair of water heaters, and repairs to City -owned sewer systems. In September 2023, the City issued a Notice Inviting Bid (NIB) for on -call plumbing services and received one responsive bid from Pomona Valley Plumbing, Heating, and Air Conditioning. RECOMMENDATION Staff recommends that the City Council authorize the City Manager to enter into a three-year agreement, with two optional one-year extensions with Pomona Valley Plumbing, Heating, and Air Conditioning, for on -call plumbing services in an amount not to exceed $9,600 annually, or $48,000 over the maximum term of the agreement. ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: • Request additional information from staff. • Reject all bids and direct staff to rebid the project. CLAREMONT Page 1 of 2 Printed on 11/22/2023 FINANCIAL REVIEW The Community Services Department budget includes $9,600 annually for contract plumbing services. Per the proposed agreement, work will be assigned on an as -needed basis at an hourly rate of $154 for a certified plumber to perform work for the City. The contract amount shall not exceed $9,600 annually or $48,000 over the maximum five-year term of the contract. The staff cost to prepare this report is estimated at $1,094 and is included in the operating budget of the Community Services Department. ANALYSIS In September 2023, staff solicited bids for on -call plumbing services. The Notice Inviting Bid was sent to thirteen local plumbing companies. At the close of the bid period, the sole responsive bid was received from Pomona Valley Plumbing, Heating, and Air Conditioning. Pomona Valley Plumbing, Heating, and Air Conditioning proposed an hourly rate of $154 with material mark-up of twenty percent. Additional services were included in the NIB in case the City's sewer crew requires back-up or additional assistance. Pomona Valley Plumbing, Heating, and Air Conditioning has the ability to provide emergency response and additional jetting services beyond the City's sewer crew ability. Staff recommends entering into a three-year agreement, with two optional one-year extensions with Pomona Valley Plumbing, Heating, and Air Conditioning for on -call plumbing services. Pomona Valley Plumbing, Heating, and Air Conditioning is a local plumbing company that has been providing plumbing services for over fifty years. They are currently the on -call plumbing service provider for the City of El Monte. Additionally, they have been a contractor for the City through the Community Development Block Grant (CDBG) housing rehabilitation program, which proved to be a positive experience. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2022-24 Budget. CEQA REVIEW This item is not subject to environmental review under the California Environmental Quality Act (CEQA). PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Jeremy Swan Community Services Director Prepared by: Cari Dillman Community Services Manager CLAREMONT Page 2 of 2 Printed on 11/22/2023 )owcHc>ri by I onislai