AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Execute Amendment No. 3 to Professional Services Agreement with Mountain Valley Glass, Inc, of Valley Springs, for Citywide Window and Glass Repair Services ($50,000) (PW)
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MEETING DATE:
February 5, 2025
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing the City Manager to execute Amendment No. 3 to Professional Services Agreement with Mountain Valley Glass, Inc, of Valley Springs, for Citywide Window and Glass Repair Services, in the amount of $50,000.
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BACKGROUND INFORMATION:
The Public Works Facilities Division utilizes contract services to repair or replace windows on City-owned facilities on an as-needed basis. The background of the current contract is as follows:
On September 6, 2022, the City executed a Professional Services Agreement with Mountain Valley Glass, Inc. in the amount of $29,500. The original agreement had an expiration date of June 30, 2023, with an optional one-year extension.
On December 5, 2023, the City approved Amendment No. 1, which extended the contract through June 30, 2024, and increased funds by $15,000 for a total not-to-exceed amount of $44,500.
On July 30, 2024, the City executed Amendment No. 2, which extended the contract through June 30, 2025, and did not modify any other terms of the contract nor added additional funds.
Last year, the Police Department requested the replacement of several windows in the Jail. These windows had become difficult to see through and for safety reasons, their replacement was included in the Police Department budget, utilizing proceeds from the Jail Trust Fund. Through an internal miscommunication, the windows were authorized for replacement at the jail area inside of the Police Department. The replacement cost of the windows was $35,036, which exceeded the available contract balance.
Recently, water intrusion originating from windows located at the Transit Parking Structure (The Village and WOW Museum) has contributed to interior mold growth. The funding request of $14,964 will be used to waterproof the existing windows.
This proposed Council action, if approved, will add funds for the Jail window replacements ($35,036) to the contract, as well as provide additional funding ($14,964) to support the window repair at the WOW Museum and The Village along with replacement services through the remaining contract term.
If approved, Amendment No. 3 will increase the contract by $50,000 for a total not-to-exceed contract amount of $94,500. The contract’s expiration date will remain at June 30, 2025.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
The repair and replacement of damaged glass is necessary to ensure the safety of City staff and the public and to reduce associated liabilities.
FUNDING AVAILABLE:
Jail Trust Fund (140.23209) $ 35,036
Fiscal Year 2024/25 Budget:
CIP PWTR-22003 Transit Facility Repairs and Upgrades $ 14,964
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager