SUBJECT
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Consideration to approve contract extension FY23-049 with the sole bidder LED Electric and Lighting Contractor, Laredo, Texas for an annual amount of $800,000.00 for a total contract value of $4,000,000.00 for electrical repair services to include, but not limited to: minor repairs, maintenance and installations of various electrical systems, and/or equipment devices for various city departments. The term of this contract shall be for a period of (1) year contingent upon the availability of appropriated funds. This contact has (3) three additional (1) one-year extension periods upon mutual agreement of both Parties. This is the first extension. There is no price increase. All services will be purchased on an as needed basis. Funding is available in respective departmental budgets.
VENDOR INFORMATION FOR COMMITTEE AGENDA
None
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PREVIOUS COUNCIL ACTION
City council approved a (2) two-year contract on June 5, 2023.
BACKGROUND
The City received one (1) bid through Cit-E-Bid for awarding an electrical repair services contract. This contract establishes regular, overtime, and emergency hourly rates and a percentage discount on electrical parts utilized during an electrical repair.
The term of this contract shall be for a two (2) year period beginning as of the date of its execution. The contract may be extended for (3) three additional (1) one-year periods upon mutual agreement of the Parties. This is the first extension.
Should the vendor desire to extend the contract for the additional one-year periods, it must so notify the City in writing no later than sixty (60) days before the expiration of the prior term. Such notification shall be effective upon actual receipt by the City. Renewals shall be in writing and singed by the City’s Purchasing Manager without further action by the Laredo City Council, subject to and contingent upon appropriation of funding therefore. All annual contracts shall bound by the terms of the bid documents. The City shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month-to-month basis, not to exceed three (3) months. Said month-to-month extensions shall be in writing, signed by the City’s Purchasing Manager and shall not require City Council approval, subject to and contingent upon appropriation of funding therefore.
COMMITTEE RECOMMENDATION
None
STAFF RECOMMENDATION
recommendation
It is recommended that this contract be approved.
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Fiscal Impact
Fiscal Year: 2024-2025
Budgeted Y/N?: Yes
Source of Funds: Click or tap here to enter text.
Account #: Click or tap here to enter text.
Change Order: Exceeds 25% Y/N: Click or tap here to enter text.
FINANCIAL IMPACT:
All services will be purchased on an as needed basis. The purposes of this contract is to establish prices for the commodities or services needed, should the City need to purchase these commodities or services. The City’s obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.
Funding will be secured from the user departments budget.