Consideration and Approval of Contract:  Facility On-Call Professional Construction & Maintenance Services for General Contracting, Electrical, Flooring, HVAC Controls, HVAC Mechanical, Painting, Roofing and Snow Removal

• (5) General Contracting: Core Construction Services, FCI, Loven Contracting, SDB and Wespac
• (4) Electrical: Goodman Electric, Patton Electric, NJ Shaum & Son and Spectra Electric
• (3) Flooring: Double J, Flag Builders and R. Jumbo
• (1) HVAC Controls: IMCOR
• (3) HVAC Mechanical: HACI, IMCOR and Pueblo Mechanical
• (3) Painting: Dark Sky, Flag Builders and Major League
• (2) Roofing: Flag Builders and Maximum Roofing
• (4) Snow Removal: AZ Snow Removal, Dark Sky, Flag Builders and Maximum Roofing

The City of Flagstaff currently hires professional contractors from an On-Call list to provide construction and maintenance services for new construction, general maintenance and upgrades to facilities as well as emergency maintenance support.  The existing contract expired in July of 2017 and the City re-solicited an RSOQ for construction contracting and maintenance providers for the trade based disciplines needed.  In all trades except plumbing, qualified contractors have been reviewed and selected to meet the City's needs.This On-Call list of professional contractors services list supports Facilities and all other departments requiring trades based services within the City saving valuable time in delivering projects and maintenance support and do not exceed project costs in excess of $100,000.00 without going to change order committee for approvals for each provider in each discipline. Staff with follow the guidelines as set forth by the Arizona Revised Statues for Job Order Contracting (JOC) in governing the contracts.

In lieu of attaching twenty five (25) separate contracts representing each contractor in each discipline, a sample service contract is attached to the staff summary that will be used for each of the contractors upon approval by council.  The term of the contract for each contractor in all disciplines is for three (3) years consecutive years, with two (2) additional year optional renewals thereafter.

No immediate financial impact. Costs will be expended from budgets throughout the City, and in Facilities Maintenance Section budgets already approved and allocated to individual projects.

TRANSPORTATION & PUBLIC INFRASTRUCTURE
Deliver quality community assets

On June 5, 2012, Council approved twenty-four (24) prior On-Call Facilities Construction & Maintenance contracts to firms.  These contracts have expired as of August 2017.

1. Approve the contracts with the firms in all disciplines as presented
2. Approve a smaller number of contracts overall or by discipline
3. Reject the On-Call contracts and solicit for each individual project related to capitol improvement and maintenance projects on an as needed basis.

The City of Flagstaff Public Works Facilities Maintenance Section manages a significant number of facility projects which span the spectrum of size and complexity from small repair and maintenance projects to large replacement capital repair projects.  The requirement to hire / contract construction and maintenance contractors that operate as general contractors capable of providing multiple trade and project management services along with specific trade and maintenance contractors is essential. The existing On-Call contracts expired in July 2017.

In June 2017, the City solicited a Request for Statement of Qualifications (RSOQ) for the On-Call Professional Contractors in nine (9) discipline areas: general contracting, electrical, flooring, HVAC controls, HVAC mechanical, painting, plumbing, roofing and snow removal.  The City received thirty five (35) statements in the nine (9) disciplines. An evaluation committee was formed consisting of five members all having experience working in or with these specialized professional disciplines. The evaluation process reviewed each company's submittal with respect to their company profile, experience, personnel, construction / service history, supplier resources, product relations / distribution, licensing, certifications & professional memberships, safely programs, value added knowledge and experience as presented for each discipline.  Pursuant to the overall aggregated scoring of the evaluation committee, the top candidates were identified and recommended to council for award.  Note that only one trade discipline, plumbing, was removed from the list as the contractor was not qualified.  Attached is the summarization fo the overall scoring.

Staff is recommending a modified total amount in eight of the nine disciplines as determined by either the number of responses received for the discipline, the overall scoring and/or qualifications for those individual contractors in the discipline. The RSOQ solicitation stated that awards may be made up to but no more than the following number of firms by discipline:

Electrical: 1-5 contractors
Flooring: 1-5 contractors
General Construction: 1-5 contractors
HVAC Controls: 1-5 contractors
HVAC Mechanical: 1-5 contractors
Painting: 1-5 contractors
Plumbing: 1-5 contractors
Roofing: 1-5 contractors
Snow Removal: 1-5 contractors

Staff utilized these limits as determined by Arizona Revised Statutes as a not to exceed number of contractors for any one discipline.
 

The On-Call Professional Facilities Construction & Maintenance Service Contracts save time and money for all parties involved.  With the selection of a qualified contractor provided on the list, many hours are saved during a solicitation process allowing the focus to be on the project requirements and scheduling. The City saves the cost of multiple legal advertisements, staff time and related expenses involved in the individual soliciting and selection of contractors for each separate project. On-Call services contracts are specifically addressed and authorized by the Arizona Revised Statues and adhere to current City of Flagstaff procurement standards.

Scope of Work, schedules, and project / task-specific fee proposals for Task Orders will be formulated on an as-needed basis. Task Orders associated with these contracts will be charged directly to specific projects and their individual budgets. All Task Orders will be reviewed and approved by section and / or Division heads prior to execution.  At no time will the Facilities "council approved" fiscal year budget be exceeded.

The On-Call Professional Facilities Construction & Maintenance Service Contract will benefit the community by insuring that the City's public facilities are safe and accessible with public services provided in a timely manner and with little or no interruptions.

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