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Agenda Item # 19

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to execute a contract with Burr Plumbing & Pumping, Inc., the lowest responsive and responsible bidder, for electrical systems service maintenance and repair of VTA structures and facilities.  The term of the contract is for three years with two one-year options at a cost of $328,460 for each of the first two years, and $343,760 for the third year.  Option years four and five are at a cost of $343,760, and $359,060 respectively.  The total amount of the contract shall not exceed $1,703,500 for the five year period. 

BACKGROUND: 

Electrical systems at all VTA facilities must be maintained in accordance with National Electric Code and all local, State, Federal electrical codes.  This contract is required to maintain safe and efficient facilities for employees and customers.  These systems include power distribution networks that provide electricity for lighting, heating, air conditioning, office cubicles, fire, life, safety, computerized information systems, and equipment. 

Electrical services include scheduled inspection, testing, and preventive maintenance (cleaning all components inside main switchboards and taking readings of electrical panel boards to check for overload conditions), installation, minor modifications and emergency repairs to VTA facilities.  VTAs current contract for electrical services with Alpha General Electric expires on October 8, 2002.

DISCUSSION: 

On June 7, 2002 an Invitation to Bid (IFB) was advertised to solicit qualified firms to provide electrical services.  Six bids were received on July 10, 2002 with the following results:

•       Burr Plumbing & Pumping, Inc.                         $1,000,680
•       Alpha General Electric                                      $1,007,065
•       Harris Electric                                                  $1,176,879
•       California Plus Engineering                                $1,242,000
•       Mass Electric Construction                               $1,335,016
•       National Electric                                               $1,487,746

      Engineers Estimate (3-year: Basis of award)                 $1,050,000

The Engineers Estimate and bids were quoted based on VTAs electrical services requirements using a fixed cost for scheduled preventive maintenance and materials.  Unit pricing was used for unscheduled (on call) labor and emergency labor.  The estimated first year cost of this fixed price time and materials type contract is $328,460 that includes $5,760 for scheduled preventive maintenance, $97,200 for 1,800 labor hours, $40,500 for 500 emergency labor hours (on call) and $185,000 for the cost of materials.

Burr Plumbing & Pumping, Inc is the lowest responsive and responsible bidder.  The bid is approximately 5% lower than the Engineers Estimate.  VTA staff recommends this  contract for electrical services be awarded to Burr Plumbing & Pumping, Inc.

ALTERNATIVES:

There are no practical alternatives to the recommended action.

FISCAL IMPACT: 

Funds for the first year of this contract are included in the FY 2003 Adopted Budget.  Future expenditures will be proposed in the annual budget process.

SMALL BUSINESS ENTERPRISE (SBE) PARTICIPATION:

Based on the limited scope of work and no subcontracting opportunities, no specific goal was established for this contract.  Contractor is encouraged to make reasonable efforts to utilize SBEs in its procurement of ancillary services and products associated with the performance of this contract.

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