HomeMy WebLinkAbout11 Gate and Fencing Repairs AGENDA ITEM #11
TRUCKEE DONNER
Public Utility District
MEETING DATE: April 5, 2023
To: Board of Directors
FROM: Michael Salmon, Chief Financial Officer
Brian Yohn, General Services Manager
SUBJECT: Consideration of Approving an On-Call Services Agreement for
Fence and Gate Repairs.
APPROVED BY
Brian C. Wright, General Manager
RECOMMENDATION:
Authorize the General Manager to execute an on-call services agreement for the repair of
District fences and gates with Tholl Fence of Sparks, Nevada with a total contract amount
not to exceed $25,000 for FY23, with the option to extend the contract for 4 additional
years.
DISCUSSION:
Code section 3.08.030 — Bid Procedure for Issuance of Service Contracts Over $15,000
Estimated amount for FY23: $25,000 Budget Account GL: 1.7.925.10.498
Historically, staff presents annual procurements to the Board for consideration and
approval in the December timeframe, before the start of the next fiscal year. Services
procured under this action are routine and recurring in nature. Annual procurement
approvals have provided efficiencies in avoiding downtime while waiting for traditional
bidding practices for gate and fence repair services.
In October and November 2022, as part of the FY23 Annual Procurement Process, the
District published a request for bids for service repair and replacement of gates, fencing
and security wire at District facilities on two separate occasions. The bid openings were
held on October 25 and November 18, 2022 at the District offices. At the time of the bid
opening the District received no responsive bids.
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ANALYSIS:
At the January 18, 2023 Board of Director meeting, the Board made a finding to dispense
with competitive bidding and authorized the General Manager to negotiate directly with
vendors to establish an On-Call Repair Services Agreement for service repair and
replacement of gates, fencing and security wire with a budget not to exceed $25,000 for
FY23.
Staff is presenting to the Board for consideration for approval of an On-Call Repair
Services Agreement for FY23 with Tholl Fence for service repair and replacement of gates,
fencing and security wire to reduce the impacts of District facilities being placed out of
service. This contract will be effective upon execution and ending December 31, 2023,
with the option to extend the contract for 4 additional years (Option years 2024, 2025,
2026, and 2027).
Staff engaged with three regional service vendors for repair of gates, fencing and security
wire vendors utilizing one of the District's vertical pivot security gates currently in need of
repairs as a "market basket" approach for the purposes of negotiating terms and pricing.
Staff was able to negotiate favorable terms and pricing with Tholl Fence for gate repairs
and services. The District and Tholl Fence have maintained a favorable working
relationship throughout Tholl Fences' extensive history of installing the Districts security
gates and servicing the Districts gates and fences.
FISCAL IMPACT:
This item is related to the January 18, 2023 approval by the Board of Directors to dispense
with the competitive bidding and authorize the General Manager to negotiate with vendors
for service repair and replacement of gates, fencing, and security wire. Staff is requesting
a $25,000 authorization in FY23 for ongoing service repair and replacement of gates,
fencing and security wire. The FY23 Budget of $105,955 in account 1.7.935.10.498 is
currently estimated to be sufficient to fund this item
GOALS AND OBJECTIVES:
This item is in the support of the following goals and objectives:
District Code1.05.020 Objectives:
1. Responsibly serve the public.
6. Manage the District in an effective, efficient and fiscally responsible manner.
Strategic Goals:
1. Manage for Financial Stability and Resiliency
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
ATTACHMENTS:
None.
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