HomeMy WebLinkAboutI-3 Staff Report - Extension of Doreck Agreement for Maintenance ServicesUB CONSENT ITEM
I-3
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: MANNY ROBLEDO, DIRECTOR OF UTILITIES
DATE: JULY 20, 2020
SUBJECT: APPROVAL OF A ONE (1) YEAR EXTENSION OF THE ON-CALL WATER
MAINTENANCE AND REPAIR SERVICES AGREEMENT WITH STEPHEN
DORECK EQUIPMENT RENTALS
BACKGROUND:
On February 25, 2019, the Utility Board approved a Master Maintenance Service Contract
(“Contract”) for on-call water maintenance and repair services with Stephen Doreck Equipment
Rentals, Inc. (“Doreck”). Azusa Light & Water (“ALW”) utilizes this Contract to support the
replacement of water meters pursuant to the Advanced Metering Infrastructure (“AMI”) Capital
Improvement Project, as well as miscellaneous service and main line repairs. The initial
seventeen (17) month term expires on July 31, 2020, and the Contract includes two (2) additional
one (1) year extension options that may be exercised by the City. Based on competent and
reliable service provided by Doreck over the last seventeen months, and the continuance of the
AMI project, staff recommends that a one (1) year extension be granted to Doreck, under the
existing Agreement for Maintenance Services, effective August 1, 2020.
RECOMMENDATION:
Staff recommends the Utility Board take the following action:
1) Approve a one (1) year extension of the February 25, 2019 agreement with Stephen
Doreck Equipment Rentals for on-call water maintenance and repair services effective
August 1, 2020 and extending through July 31, 2021.
APPROVED
UTILITY BOARD
7/20/2020
Extension of Stephen Doreck Agreement
July 20 , 2020
Page 2
ANALYSIS:
ALW has been using an on-call water maintenance and repair services contractor to support the
AMI project and other miscellaneous water line repairs. As part of the AMI project, a contract
installer is replacing over 23,000 water meters, and has experienced some breakage of customer
service lines, ball valves and angle valves during the replacement process due to age and
deterioration. To support ALW water distribution staff, a third party water maintenance
contractor has been used to restore water service to customers affected by such service line
breakage. In addition, these licensed contractors have also been used to perform non-AMI
maintenance and repair work on ALW infrastructure, on an as-needed basis, as provided in the
budget.
On February 25, 2019, after a competitive Request for Proposals process, the Utility Board
approved a Master Maintenance Service Contract for on-call water maintenance and repair
services with Stephen Doreck Equipment Rentals, Inc., in an annual amount not to exceed
$460,000, unless otherwise approved by the Utility Board. The term of the Contract was for
seventeen (17) months, with two (2) additional one (1) year extension options that may be
exercised by the City. Based on competent and reliable service provided by Doreck over the last
seventeen months, and the continuance of the AMI project, staff recommends that a one (1) year
extension be granted to Stephen Doreck Equipment Rentals, Inc., under the existing Agreement
for Maintenance Services, effective August 1, 2020.
FISCAL IMPACT:
Funding for this contract is available in the Capital Improvement Project – Advanced Metering
Infrastructure (Project 72118B/73018B) in the amount of $10,000; Capital Improvement Project
– Water Main Replacements (Project 72115A) in the amount of $100,000; and the Maintenance
of Transmission & Distribution Mains – Outside Services & Repairs in the amount of $350,000.
Work performed, as necessary, under the Master Maintenance Service Contract, will not exceed
$460,000 annually and will be funded, as appropriate, through the aforementioned accounts.
Prepared by: Reviewed and Approved:
Jared Macias Manny Robledo
Assistant Director of Utilities – Water Operations Director of Utilities
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Stephen Doreck Equipment Rentals Agreement for Maintenance Services
Attachment 1