HomeMy WebLinkAboutOn-Call Agreements PresentationON-CALL AGREEMENTS &
SIGNING AUTHORITY
CITY OF SEAL BEACH
DECEMBER 8, 2025
WHAT TO EXPECT
•On-Call Agreement Background
•Signing Authority Overview
•Council Comments/Direction
WHAT IT IS
•Common practice for government agencies of all sizes.
•Consistent with City’s purchasing policy. RFP solicitation.
•Streamline project and maintenance delivery
•Pool of qualified vendors readily available, but does NOT guarantee work
•Redirects resources from front-end work, to address aggressive maintenance and capital needs
•Reduce paperwork processing
•Insurances/certificates/licenses already in place
•One over-arching PSA per vendor
•Work order/task order based
•Cost Savings
•Minimize need for upsizing in-house staff to provide the service
•Pre-negotiated rates
•Staff time savings
•Improve schedule control
•Seasonal restrictions
•Interagency coordination
•Time sensitive/emergency situations
TIMELINE COMPARISON
INDIVDUAL SOLICITATIONS:
•Prepare RFP 2 weeks
•Issue RFP 4 weeks
•Review and Select 3 weeks
•Contract Negotiation/Legal 3 weeks
•Council approval (if necessary) 4 weeks
•Contract Execution/COI/BL 3 weeks
•Purchase Order Issuance 1 weeks
TOTAL TIME BEFORE NTP
~20 WEEKS
ON-CALL:
•Task Order Request 1 day
•Solicit Cost Proposal 1 weeks
•Review and Negotiate 1 week
•Task Order Execution 1 day
•Purchase Order Issuance 1 weeks
TOTAL TIME BEFORE NTP ~ 4 weeks
WHAT IT IS NOT
•Restriction from issuing other RFPs
•Commitment of funds to vendors
•By-pass of City Council approvals/Evasion of transparency
ON-CALL AGREEMENTS
Maintenance Services
•Pavement marking
•Traffic Control
•Electrical maintenance
•Pavement maintenance
•Utility repairs
Professional Services
•Design Services (i.e., General, Marine, Utility, Landscape, Traffic)
•Plan Check Services
•Inspection Services
•Surveying Services
•Geotechnical Services
EXAMPLES
Emergencies
•Water main breaks
•Pump station failure
•Pier damage
Time Sensitive
•HVAC repairs at a community center/electrical repairs at a park
•Grant opportunity response
•Potholes
Routine
•Roadway designs
•Construction material testing
•Pavement markings
INFORMAL CONTRACT SIGNING AUTHORITY
•City Charter Section 1010
annually adjust bidding threshold based on ENR Construction Cost Index
(CCI)
•Resolution 6384 (June 2013)
binds City Manager’s authorization limit to Section 1010
•Resolution 7665 (June 2025)
adjusted authorization limit to $41,818
•Quarterly Reporting to City Council
THANK YOU!