TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: JANUARY 23, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH BEAR ELECTRICAL SOLUTIONS TO INCREASE COMPENSATION FOR ON-CALL ELECTRICAL SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
The City of Claremont contracts for on-call electrical services. The contract electrician responds as needed to a variety of issues related to streetlights, sports field lighting, interior and exterior electrical circuits, and generators. In September 2021, the City Council awarded a contract to Bear Electrical Solutions in the amount of $81,000 annually for three years.
Staff anticipates that an additional $70,000 will be necessary for Bear Electrical Solutions to perform on-call electrical services through the end of the current fiscal year. To account for increased on-call electrical services, staff recommends amending the existing agreement, which will bring the total not-to-exceed contract amount to $151,000 for 2023-24.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to execute an amendment to the existing agreement with Bear Electrical Solutions, increasing compensation by $70,000, for a total not-to-exceed contract amount of $151,000 in the third year of the agreement for on-call electrical services; and
B. Appropriate $70,000 from the unassigned General Fund balance to fully fund the agreement.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information from staff.
FINANCIAL REVIEW
The Community Services Department budget includes funding for on-call electrical services. This includes on-call services for streetlight repairs, sport field lighting, interior and exterior electrical circuits, and generators. The majority of the on-call services relate to City-owned streetlight repairs. Staff recommends amending the current agreement with Bear Electrical Solutions, increasing the contract amount from $81,000 to $151,000 to reflect anticipated costs for on-call electrical services through the end of the current fiscal year. Funding for on-call electrical services is proposed to be appropriated from available unassigned General Fund balance.
The staff cost to prepare this report and administer this contract is estimated at $1,116 and is included in the operating budget of the Community Services Department.
ANALYSIS
Services provided under the on-call electrical repair contract include but not are limited to: installation and repair of internal and external building electrical systems, outdoor lighting, sports field lighting, and generators. Repair and replacement of streetlights is also included in this contract. The conversion to LED fixtures has reduced repair costs of streetlights; however, photocells, wiring, and damaged pole replacements continue to increase. The workload under the electrical services contract is highly varied and almost always provided on an emergency or on-call basis to respond immediately to fix a problem and return the City to normal operations.
Bear Electrical Solutions has provided on-call electrical services since September 2021. On-call electrical services have varied over the years, depending on the number of emergencies or requests for service. Based upon increased streetlight calls, complexity of streetlight repairs, and emergency calls, staff recommends amending the current agreement to increase the not-to-exceed amount to $151,000. The billing structure for this agreement sets fixed pricing for on-call and emergency requests, which are billed at an approved hourly rate. Staff must review and approve all proposed repairs prior to work being completed. Although the not-to-exceed amount would be increased to $151,000, Bear Electrical Solutions will only be compensated for the approved work they complete.
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: 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