HomeMy WebLinkAbout22A - PO FOR CHAIN LINK FENCEREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 15, 2020
TITLE:
APPROVE AN INCREASE IN THE
PURCHASE ORDER AMOUNT WITH
QUALITY FENCE CO., INC. IN THE
AMOUNT OF $350,000, FOR A REVISED
ANNUAL AMOUNT NOT TO EXCEED
$550,000 FOR CHAIN -LINK FENCE AND
GATE INSTALLATION SERVICES
(SPECIFICATION NO. 18-080)
(NON -GENERAL FUND)
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on V Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
/s/ Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager approve an increase to the blanket order contract with Quality Fence
Co., Inc., for chain -link fence and gate installation services by $350,000, for a revised annual
amount not to exceed $550,000, for the remainder of the contract term, and one one-year renewal
option if exercised, subject to non -substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
On February 5, 2019, at the conclusion of a competitive bid process, the City Council approved a
one-year purchase order contract with Quality Fence Co., Inc., with provisions for two one-year
renewal options, to provide chain -link fence and gate installations to improve the security of the
City's water system facilities. The original purchase order contract was awarded in an annual
amount not to exceed $200,000, and the first renewal option has been exercised.
Services provided under the chain -link fence and gate installation contract have improved the
security and safety around the City's water system's wells, reservoir stations, and other water
facilities. The work has mainly consisted of, but has not been limited to, the removal and proper
disposal of existing fencing and the construction and installation of fabricated industrial steel
fencing at various locations. In addition, the existing contract has been utilized for fencing
improvements at other City facilities. Staff recommends amending the existing purchase order
contract with Quality Fence Co., Inc., to enable the Water Resources Division to continue with their
original fencing upgrade schedule, including water property located at 610 North Figueroa, and
provide options for citywide fencing improvements on an as -needed basis. To accomplish this, staff
recommends increasing the total aggregate annual spending limit by $350,000, resulting in a new
aggregate annual spending limit of $550,000.
22A-1
Amendment for Chain -Link Fencing Services
September 15, 2020
Page 2
FISCAL IMPACT
The current contract for Fiscal Year 2020-21 approved expenditures of $200,000 as an annual
amount. The requested amendment will increase the annual Water Resources expenditures
amount for the contract by $150,000 in FY 2020-21 and for the lifetime of the agreement. Funds
are budgeted and available for expenditure in Water Utility Water Production & Supply, Contract
Services -Professional Account (No. 06017640-62300). If the remaining renewal option is
exercised, funds will be budgeted for future years as shown below.
The requested purchase order amendment will also allow citywide expenditures in the amount of
$200,000 for the existing contract term, with an additional $200,000 if the renewal option is
exercised. Prior to utilizing non -Water Enterprise funds, staff must receive Finance and
Management Services Agency approval of funding and accounts to ensure that funds are available
under the authorization and aggregate limit of this contract. Upon a successful completion of this
review, a corresponding Notice to Proceed containing specific scope and maximum expenditure
for the task order will be issued to the contractor.
Accounting Unit-
Fund
Accounting Unit,
Fiscal Year
Account #
Description
Account
Amount
Description
Original Contract 1 st Renewal Option)
FY 2020-21
Water Utility Water
(July 1, 2020—
06017640-62300
Water
Production & Supply,
$200,000
January 31, 2021
Contract Services -
Professional
Requested Amendment
FY 2020-21
Water Utility Water
(September 15,
Production & Supply,
2020 — January
06017640-62300
Water
Contract Services-
$150,000
31, 2021)
Professional
FY 2020-21
(September 15,
Various —Citywide
Various —
Various —Citywide
2020 — January
Portion
Citywide
Portion
$200,000
31, 2021)
Portion
Renewal Final Renewal Option)
FY 2020-21
Water Utility Water
(February 1,
06017640-62300
Water
Production & Supply,
$175,000
2021-June 30
Contract Services-
2021)
Professional
FY 2021-22
Various —
(February 1,
Various — Citywide
Citywide
Various — Citywide
$100,000
2021-June 30,
Portion
Portion
Portion
2021
22A-2
Amendment for Chain -Link Fencing Services
September 15, 2020
Page 3
FY 2021-22 (July
Water Utility Water
1, 2021-January
06017640-62300
Water
Production & Supply,
$175,000
31, 2022)
Contract Services -
Professional
-22 (July
Various — Citywide
aCitywide riousVarious
— Citywide
1Y20211-January
Portion
Portion
$100,000
31, 2022
Portion
Total Water Utility Production & Supply, Contract Services -Professional:
$700,000
Total Various Citywide:
$400,000
Total Aggregate Amount:
$1,100,000
Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director— Finance and Management
Services Agency
Submitted By: Nabil Saba, P.E., Executive Director — Public Works Agency
22A-3