TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Leslie Hardy, Community and Library Services Director
1. Subject
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First Amendment to Agreement with Academy Electric, Inc. for additional electrical repairs and maintenance at park facilities in an amount of $20,000.
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2. Summary
An amendment to increase allowable contractual expenditures for additional unexpected electrical repairs at park facilities during Fiscal Year 2024-2025, in an amount not to exceed $20,000 for a revised four-year agreement total of $182,272.
3. Recommended Action
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Approve the First Amendment with Academy Electric, Inc. in the amount of $20,000 for additional electrical repairs and maintenance; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this amendment is $20,000 (annual amount) and will be funded through General Fund (100):
100.7022.51420.00000 Maintenance Contracts
A portion of the funding for this Amendment is being used to accommodate subrogation work which will offset the General Fund expenditures once reimbursement is received.
5. Strategic Plan Goals
Goal 3: Enhance Public Communication Strategy and Quality of Life.
6. Discussion and Background
The Community and Library Services Department oversees the maintenance of all parks’ electrical systems and utilizes contract services for preventative maintenance, scheduled repairs, and emergency repairs. Preventative electrical maintenance protects systems from failure resulting from old components and ensures the safety and dependability of park facilities. In addition, preventative maintenance has proven effective in prolonging the life of the electrical infrastructure and minimizing down time due to electrical issues. These services are largely provided by the Department’s contractor, Academy Electric, Inc., who was awarded a four-year Agreement in 2023 to provide electrical maintenance and repair services for City parks. The contractor has successfully performed preventative maintenance during the current fiscal year and addressed minor electrical repairs as needed within the annual contract and contingency amount.
On occasion, it is necessary for emergency electrical repairs to be made promptly to avoid safety issues or the closure of public park areas. A portion of the Agreement’s compensation is dedicated to addressing these issues; however, due to the variable nature of the repairs on an annual basis, the amount set aside for unexpected repairs may vary.
The current maximum allowable expenditure for both preventative maintenance and unexpected repairs is $40,568 per year, including annual contingency, the majority of which has been expended for FY 2024-2025 (FY25). However, two substantive electrical unplanned repairs have recently been deemed necessary, and the repair costs will exceed the available agreement amount. The first additional repair is to remove and replace the electric motor and winch assembly for one of the basketball backboards at the Grijalva Sports Center gymnasium. This repair to the currently non-functional backboard is needed given that the hoop is used for various athletic programs, some of which are revenue generating. The second repair is to procure and install a new LED light pole fixture along a walking path at Handy Park. An existing pole was accidentally knocked down by a contractor during tree maintenance service and needs to be replaced. The contractor is cooperating with the City regarding subrogation.
The cumulative cost of the two unexpected repairs along with minor year-end additional preventative maintenance will not exceed $20,000, with approximately half of that total being reimbursable for subrogation work upon completion. Therefore, an amendment to increase the allowable annual expenditure by $20,000 is being requested for Council approval.
7. ATTACHMENTS
• First Amendment to the Agreement with Academy Electric, Inc.