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File #: 19-0380    Version: 1 Name: 4/1/19 - Electrical On-Call Services - Harper Electric
Type: Resolution Status: Passed
File created: 4/1/2019 In control: City Council
On agenda: 4/1/2019 Final action: 4/1/2019
Enactment date: 4/1/2019 Enactment #: R-19-129
Title: Resolution to Approve an Amendment to the Purchase Order with Harper Electric Inc. for On-Call Electrical Services (Not to Exceed $25,000.00)
Attachments: 1. Electrical Quotes FY19.pdf, 2. 2015 PO Terms.pdf
Title
Resolution to Approve an Amendment to the Purchase Order with Harper Electric Inc. for On-Call Electrical Services (Not to Exceed $25,000.00)
Memorandum
We recommend your approval of the attached resolution authorizing an amendment in an amount not to exceed $25,000.00 to the existing $25,000.00 purchase order, with Harper Electric Inc., for a total amount not to exceed $50,000.00 to provide on-call electrical services at various City facilities for FY19.

Each year, the Fleet & Facilities Unit solicits quotes for on-call electrical repair services from at least three qualified firms. An on-call purchase order is then issued and the firm provides electrical repair and maintenance services at various City facilities as directed by City staff. This process is also used for plumbing services. To date these amounts have not exceeded the $25,000.00 threshold that would require City Council approval.

In June 2018, three quotes were solicited for the FY19 on-call electrical work and two firms responded. Harper Electric was selected as the lowest priced and most responsive bidder for this work. An ITB or RFP was not issued as the value of this work has historically been less than $25,000.00 annually. Performance of the work is subject to the terms and conditions of the City's standard service purchase order.

Seven months into FY19, we have experienced some significant and expensive electrical repairs, primarily as a result of LED light conversions and electrical work required with the refurbishment of the rear Larcom elevator. These repairs have depleted the original purchase order. Additional work is needed for the security/reception desk at City Hall and for the installation of charging stations for the City's recently purchased plug-in electric vehicles. This will be in addition to our normal costs for on-call electrical repair work throughout the remainder of the fiscal year. The $25,000.00 amendment of the purchase order is needed to cover these ser...

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