25G - AGMT - ON-CALL WATER AND SEWER SERVICES

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 5, 2013 TITLE: SECOND AMENDMENT TO AGREEMENTS FOR ON-CALL WATER AND SEWER EMERGENCY SERVICES CIT AGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1s` Reading ? Ordinance on 2n° Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute a second amendment to agreements with Doty Brothers Construction Company and Paulus Engineering, Inc., subject to non-substantive changes approved by the City Manager and City Attorney, for on-call water and sewer emergency services, in an amount not to exceed $150,000 to each firm. DISCUSSION The City has a need to occasionally require the services of independent contractors to assist in the emergency repair of sewer and water infrastructure. These services may include supplementing City personnel, materials, and equipment in order to take necessary immediate action to prevent a system outage, restore services to normal operating conditions, and maintain services during an emergency. The current agreements with Doty Brothers Construction Company and Paulus Engineering, Inc., for on-call water and sewer emergency repairs were established through a Request for Proposal (RFP) process in 2003. As a result, a contract was awarded on August 4, 2003, for a three-year period with a provision for a two-year renewal. On August 18, 2008, a new set of contracts were awarded to the same contractors for a three-year period with a provision for a two-year renewal. Both contractors have been providing emergency services to Santa Ana since 2003 and have a history of providing these services to other cities. Each contractor has the resources and experience required to assist in an emergency and the rates for their services continue to be competitive. An RFP is being developed to provide transparency and oversight to the process of awarding contracts for City services. A significant amount of staff time will be required to complete the highly technical requirements and specifications for these emergency services. However, with the existing agreements expiring on August 30, 2013, the RFP process will not be completed in time to ensure gap coverage from the termination of existing contracts to the execution of new agreements. If the existing agreements are not extended, there will be a period of time when the City will be operating without these crucial services and will be at risk of being unable to respond to emergency situations. In order to give staff enough time to perform a comprehensive proposal 25G-1