Title
Resolution to Approve a Professional Services Agreement with Harper Electric Inc. for On-Call Electrical Services (Not to Exceed $225,000.00) RFP #26-22
Memorandum
We recommend your approval of the attached resolution authorizing a professional services agreement for FY27 in an amount not to exceed $225,000.00 with Harper Electric Inc., to provide on-call electrical services at various City facilities. The contract would run through June 30, 2027. A purchase order in an amount not to exceed $225,000.00 would be issued for FY27.
The resolution also authorizes an option to renew the contract with Harper Electric Inc. for one additional two-year period, upon approval by the City Administrator, for a total amount not to exceed $675,000.00 over the life of the contract including all renewals, with the same terms and conditions subject to the annual appropriation of funds. Hourly rates for each year of the contract would be adjusted per the RFP fee proposal form.
The Office of Sustainability and Innovation has requested $125,000.00 of purchasing authorization annually over the life of the contract to address the stepped-up efforts to electrify City facilities, increase solar activities, EV charging infrastructure and building energy assessments. The Fleet and Facilities Unit is requesting $100,000.00 of purchasing authority annually for normal electrical maintenance and improvement needs for various City facilities.
Proposals were solicited for On-Call Electrical Services through RFP #26-22 issued by the City and opened on April 1, 2026. Of the four responses received, Harper Electric Inc., Ann Arbor, MI, was selected as the most responsive proposal to the RFP. The City has used Harper Electric Inc. for electrical work at most City facilities over the last seven years and has been satisfied with their performance. Harper Electric Inc. has also maintained their FY25 regular hourly rate for FY26.
As an on-call service, there is no guarantee of work or minimum amount paid to the contractor. Work is completed on a time and material basis when the contractor is called by staff for repair, replacement, or new work.
Budget/Fiscal Impact: Funding for these services is included in the FY26 Operations and Maintenance Budgets of the Unit’s receiving services. Issuance of the FY27 purchase order and any approved extension for FY28 and FY29 would be subject to the availability of funds in subsequent fiscal years.
Harper Electric Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements.
Staff
Prepared by: Carl Konopaska, Fleet & Facilities Unit Manager
Reviewed by: Mariah Walton, Deputy City Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, There is a need to provide safe and reliable electrical service throughout City facilities;
Whereas, Harper Electric Inc. of Ann Arbor, MI provided the most responsive proposal for on-call electrical services solicited through RFP #26-22 in April, 2026;
Whereas, The Fleet & Facilities Unit recommends approval of a one-year on-call professional services agreement with Harper Electric Inc., with the option to renew the agreement for one additional two-year period under the same terms and conditions, with the hourly rates adjusted as provided in the RFP fee proposal form;
Whereas, Funding for this work is available in the FY27 Operations and Maintenance Budgets of the Unit’s receiving services; and
Whereas, Harper Electric Inc. complies with the City’s Conflict of Interest, Living Wage, Prevailing Wage and Non-Discrimination ordinance requirements;
RESOLVED, That City Council approve a one-year Professional Services Agreement with Harper Electric Inc. in the amount of not to exceed $225,000.00 for FY27 for on-call electrical services per RFP #26-22,;
RESOLVED, That the City Administrator is authorized to renew the agreement for one additional two-year period at the hourly rates provided in the RFP fee proposal form for a total not to exceed $675,000.00 over the life of the agreement including renewals;
RESOLVED, That these services during the first year be funded from the approved FY27 Operations and Maintenance Budgets of the Unit’s receiving services and that the remaining years, including renewals, be funded from the FY28, and FY29 Operations and Maintenance Budgets of the Unit’s receiving services if so approved by Council;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney, and that the City Administrator be authorized to execute the extension after approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution.