10-19-12 BPU RPT 05 - Laserfiche WebLink

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W A T E R E N E R G Y L € F E RIVERSIDE PUBLIC UTILITIES Board Memorandum PUBLIC UTILITIES BOARD OF PUBLIC UTILITIES DATE: October 19, 2012 ITEM NO: 5 SUBJECT: CONTRACTORS' PANEL— FOR WATER DIVISION WORK ISSUE: That the Board of Public Utilities consider approval of a three-year extension of the Water Division Contractors' Panel for Public Utilities'water system construction projects and maintenance work. RECOMMENDATION: That the Board of Public Utilities approve a three year extension of the term of the Master Agreement for Water Utility Work for Various City Locations on an As-Needed Basis for each of the 16 members of the Water Division Contractors' Panel and authorize the City manager, or his designee, to execute such extension agreements. BACKGROUND: Following the Board of Public Utilities ("Board") recommendation for approval on September 21, 2007, the City Council authorized the establishment of the Water Division Contractors' Panel (Panel), and adopted a resolution to waive the formal bidding requirements of Riverside City Charter Section 1109 for the work to be performed by the Panel. Upon request, additional contractors may be added to the Panel at any time if contractors complete the Department's qualifying process, execute the Master Agreement and complete all other legal requirements. The City Council authorized the Public Utilities General Manager to add additional qualified contractors to this Panel from time to time with subsequent reports back to the Board. It also authorized the City Manager, or his designee, to execute the Master Agreements with each listed Panel member, including any members subsequently added to the Panel. Subsequent to the Board and the City Council approvals, a Master Agreement was executed with qualifying contractors through October 23, 2012 that defined the general terms and conditions and special provisions required to do work for the City of Riverside Public Utilities. Waster Division Contractors'Pane! When work is needed, project plans, specifications, and bid proposal documents are sent to all qualifying contractors on the Panel. Just as in a formal bid, the contract is awarded to the lowest responsive bidder. In the last five years, Water Division has awarded 27 contracts between $2,500 to $349,000. The use of the contractors' panel has enabled the Public Utilities to meet customer service deadlines and urgent relocation and upgrade work. To maintain the efficiency of the Water Division's upcoming projects, staff is recommending that the Panel be extended for another three years with the same provisions as approved on September 21, 2007. The Board will continue to approve the expenditure for such projects if in excess of$50,000. The following contractors are currently on the Panel to perform certain categories of work shown below for the Water Division. The contractors were selected based on their experience and qualifications, as specified in the original RFP from 2007: