HomeMy WebLinkAbout25A - AGMT - DT GENERAL MAINT SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 18, 2011
TITLE:
AMENDMENT TO AGREEMENT WITH
ORANGE COUNTY MAILBOXES FOR
DOWNTOWN GENERAL
MAINTENANCE SERVICES AND
GUARDRAIL, BOLLARD AND CHAIN
LINK FENCE REPAIR
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s` Reading
? Ordinance on 2nd Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to execute the attached amendment to the
agreement with Orange County Contractors Services dba Orange County Mailboxes and
Construction to provide general maintenance services in the Downtown Santa Ana area as well
as City wide repair to guardrails, chain link fences and traffic bollards for an amount not to
exceed $100,000 through June 30, 2012, with an option to extend the agreement for two
additional one-year renewals, subject to nonsubstantive changes approved by the City Manager
and City Attorney.
DISCUSSION
The City is responsible for maintaining public safety and reducing liability on approximately 400
miles of streets. Contract services are necessary to assist with the repair of guardrails,
permanent chain link fencing, block walls and traffic bollards. In addition, the City maintains the
general Downtown area by providing general maintenance services for all public areas covering
streets, sidewalks and parking areas to insure a functional environment and minimizing safety
hazards with repair to bollards and pavements as well as electrical and plumbing repairs on a
call-out basis.
In January of 2010, a request for proposal for General Maintenance Services in the Downtown
area was prepared and the Orange County Mailboxes and Constructions was selected as the
most responsive and lowest bidder. On April 12, 2010, the City entered into a $25,000
agreement with Orange County Mailboxes and Construction for a term through June 30, 2010
with one automatic renewal and the option to extend for two additional one-year periods. In order
to continue providing the same level of general maintenance in the Downtown area, the
agreement needs to be increased by an additional $10,000 for this fiscal year. Due to increased
market costs in equipment and materials, the contractor requested an hourly rate increase. Staff
is recommending a rate increase of 15% or an hourly rate to $60 based on the market and the
25A-1
Amendment to Agreement for Bollard and Pavement Repairs
April 18, 2011
Page 2
high levels of quality work provided. This increased hourly rate is still approximately 17% below
the next responsive bidder.
In addition, Request for Quotes were solicited from November to December 2010 for the scope
of services involving City wide repairs to guardrails, permanent chain link fencing, block walls and
traffic bollards. Three quotes were received and evaluated and Orange County Mailboxes and
Construction came in as the lowest and most responsive to the specifications and meets the
City's requirements (Exhibit 1). Staff is also requesting a $15,000 agreement for this service.
Due to the existing agreement for Downtown general maintenance services, the cumulative
award for Orange County Mailboxes and Construction exceeds the $25,000 threshold, thus
requiring City Council approval.
Orange County Mailboxes and Construction has been diligent in addressing its work plan in detail
and its work in the Downtown area has exceeded acceptable levels of maintenance. For a
continuous level of service, staff recommends the first amendment to accommodate the need for
continued maintenance services in the Downtown area and to assist with City wide repair of
guardrails, permanent chain link fencing, block walls and traffic bollards, for a not to exceed
amount of $50,000 for current fiscal year and $50,000 for fiscal year 2011-12 with the option to
extend for two additional one-year periods. This agreement would combine both scope of
services.
FISCAL IMPACT
Funds are available in the Downtown Maintenance Fund account (accounting unit 40718842-
62300) and Contract Services - Professional account (accounting unit 01117625-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
r
Raul Godinez II
Executive Director
Public Works Agency
Francisco Gutierrez
Executive Director
Finance & Management Services Agency
ancy Edward
Interim xecutive Director
Community Development agency
GL/PG
Exhibit: 1. Abstract of Quotes
2. Amendment to Agreement
25A-2
ABSTRACT OF QUOTES
FOR GUARDRAIL, CHAIN LINK FENCE, BLOCK WALL AND BOLLARD REPAIR
Vendor Orange County Alcorn Fence Quality Fence
Mailboxes and Company Co
Construction
Huntington
Location Beach Sun Valley
Total $ 4,695.00 $ 15,170.00
Exhibit 1
Paramount
$ 5,841.00
25A-3
25A-4
FIRST AMENDMENT TO AGREEMENT
THIS FIRST AMENDMENT TO AGREEMENT is entered into on April 18, 2011, by
and between Orange County Contractors Services dba Orange County Mailboxes and
Construction, a sole ownership entity ("Contractor") and the City of Santa Ana, a charter city and
municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS:
A. The parties entered into that certain Agreement N-2010-037, dated April 12, 2010,
(hereinafter "said Agreement") by which Contractor has provided general construction
maintenance services.
B. After the parties entered into said Agreement, the Santa Ana Public Works Agency issued a
Request for Quotes for guardrail, chain link fence, block wall and traffic bollard repair.
Contractor was the successful bidder pursuant to the Request for Quotes.
C. In accordance with the terms and conditions of said Agreement, the parties wish to increase
the Scope of Services, increase compensation to pay for the additional services and extend the
term of said Agreement.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, except those amended in this First Amendment to
Agreement, the parties agree as follows:
Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the
following:
"a. Contractor shall perform general maintenance services for downtown Santa Ana,
including, but not limited to, bollard repair, pavement repair, electrical and plumbing work on
a call-out basis, as set forth in City's Request for Proposal, attached as Exhibit A to said
Agreement.
b. Contractor shall assist the Santa Ana Public Works Maintenance Services Division with
the installation, repair and removal of right-of-way pedestrian and vehicle safety devices,
including guardrail, chain link fencing, block wall and traffic bollards, on a call-out basis, as
set forth in City of Santa Ana Annual City Guardrail, Chain Link Fence, Block Wall and
Traffic Bollard Repair Contract Fiscal Year 2010-2011, attached hereto as Exhibit A-1 and
incorporated by this reference."
2. Section 2, COMPENSATION, shall be amended to read as follows:
a. Downtown Santa Ana maintenance services shall be charged on a time and material basis.
The hourly rate of $60.00shall cover costs, including labor, overhead, travel, mileage,
incidental supplies, hardware, screws, bolts, welding material, paint, wires, disposal of
material and concrete, etc. Special materials will be purchased by the Contractor only on
authorization of the City Project Manager. Such special materials shall be charged at cost
plus 10%. Compensation for downtown Santa Ana maintenance services shall be
increased $10,000, for a total not to exceed amount of $35,000, to pay for services
provided through the end of the current fiscal year. An additional $25,000 shall be
available for downtown repair services provided during the 2011/2012 fiscal year.
EXHIBIT 2
25A-5
Compensation for Public Works maintenance services shall be as agreed per Job
Proposals prepared by Contractor and accepted by City. Total compensation shall not
exceed $40,000 during the term commencing with the execution of this Second
Amendment and running through June 30, 2012.
b. Payment by City shall be made within thirty (30) days following receipt of proper invoice
evidencing work performed, subject to City accounting procedures. Payment need not be
made for work which fails to meet the standards of performance set forth in the Recitals
which may reasonably be expected by City."
3. Section 3 TERM, shall be deleted in its entirety and replaced with the following:
"This Agreement shall commence on April 12, 2010 and terminate on June 30, 2012,
unless terminated earlier in accordance with Section 12, below. The term may be
extended for up to two (2) additional twelve (12) month periods upon the agreement of
the parties."
4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement
on the date and year first written above.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
JOSEPH STRAKA
Interim City Attorney
By:
Laura Sheedy
Assistant City Attorney
CITY OF SANTA ANA
DAVID N. REAM
City Manager
ORANGE COUNTY CONTRACTORS
SERVICES
EDWARD SCHADE
Owner
25A-6
EXHIBIT A-I
25A-7
.. REQUEST
FOR QUOTE
CITY OF SANTA ANA
INSTRUCTIONS
RFQ DATE: 12-17.10
QUOTE NO:
QUOTE DUE: B10842
1.1.11
t. Bid must be on this form.
2. Bid each Stem separately.
3. Read the instruction, terms end conditions.
4: Rirect correspondence/ inquiries to the Buyer.
51 Bid the lowest het price, F.O.B. destination, site emplaced.
S. Bids will be opened at or immediately following the due time.
Note:
The successful bidder must comply with S.A.M.C. Chapter 21 regarding payment of Business License Tax:
PURCHASING, DIVISION AI-16
20 CIVIC CENTER PLAZA, RM, 429
SANTA ANA, CALIFORNIA 92101
BUYER; Bruce Perret
(714) 647-5469
PAYMENT TERM$
DELIVERY
(Calendar d„rya aver ret4l of Order)
REQUIREMENTS AND SPECIFICATIONS:
GUARDRAIL, CHAIN LINK FENCE, BLOCK WALL AND BOLLARD REPAIR
The City of Santa Ana is soliciting bids from qualified Contractors. to provide guardrail, chain-link fence, block
wall and bollard repairs at various locations citywide. The term' of this contract shall be for a period of one year
from the date of award with provision for three one-year extensions upon mutual agreement. The contractor shall
provide. all labor, equipment and materials necessary to perform work in accordance with the specifications and
provisions herein. All questions regarding the specifications must be submitted in writing to the Buyer, 1=ax all
questions to 714-647-6944 attention: Bruce Perret, or email to: bperret0santa-ana.org, A written response will be
provided.
As a condition. of this contract, the contractor shall obtain and maintain throughout the term of the contract
insurance as described below. A certificate of insurance, naming the City of.Santa Ana as an additional insurer],
shall be provided to the Buyer before the reward.
e General Liability - $1,000,00(7 each occurrence
Workers Compensation - Within limits 17equired by the State of California
0 Automobile Insurance - $1,000,000 combined single limit
Payment and performance bonds shall be executed by the successful bidder and returned within ten (10) days
after the successful bidder has received notice.that the contract has been awarded.
Bids may be faxed, e-mailed, or delivered in person.
EXHIBIT A-1
Council Action BIDDER'S STATEMENT; I have read, understand, and agree to the terms and conditions on all pages of this Invitation
For Bid. Upon request, I will transfer and deliver goods to the Chy in accordance with sold terms and conditions,
city Clark .1,
of
.vrt "<r. Phone No.. FAX No.
Ckyi'Slate yf Zip Code
Printed Name
25A-8
TOTAL QUALITY SERVICE
The City of Santa Ana. is committed to the principles of Total Quality Service (TQS) in serving its customers.
All aspects of the City's service are affected including our commitment to making on time Payment for material
and services received.
Since vendors, who provide services and/or material to the City are indirectly serving the same customers, it is
important for the City to expect vendors to share the same commitment to quality including price, delivery
and product quality, as well as timely response and service quality.
Therefore, prepare a statement of your "quality commitment" to accompany your bid. The statement
should address the following five items in regard to services and/or material provided to the City for your
quoted price:
1. ON-TIME DELIVERY: a commitment to delivering material & services
on or before the promised time.
2. TIMELY RESPONSE: a commitment to consistent timely response
to all service requests.
3. QUALITY AS SPECIFIED: a commitment to provide products and/or
service meeting or exceeding the specification at your quoted price.
4. QUALITY CONTROL:. a commitment to use methods or procedures
to assure quality control of service, material and invoicing..
5. CUSTOMER SATISFACTION: a commitment to resolve customer concerns
regarding the quality of service or material supplied.
The quality statement should be included with your bid.
responsive ano inererore. must be submittea before your bid is evaluated To the extent. that your
statement enhance the quality of service or material provided to the City, your statement will be incorporated in
the terms and conditions of the contract.
Please Complete This Self-Rating of Delivery (complete) Performance:
Circle One: on time late
Previous Orders: t 4 3 2 1
Service Response Performance: ( 5, 4 3 2 1
Order for items on this bid: 5 4 3 2 1
Write your statement below or on an enclosed separate sheet.
Signed:.. Date:x
EXHIBIT A-1
25A-9
a County Contractor Services
& $ County mailboxes
1.8100'KOVACS LN UNIT 27
HUNTINGTON BEACH CA 92648
Phone: 714-878-3093
FAX: 714-907-0644
December 29, 2010
City of Santa Ana
20 Civic Center Plaza Rm 429
Santa Ana, CA 92701
C/O Bruce Perret
Dear Mr. Perret:
This letter is to address the Total Quality Service requirements of the City of Santa Ana. We at.
Orange County Contractor! Services already believe and practice quality customer service. Our
workmanship quality and customer service has allowed us to keep busy even in these tough
economic times. We have shown our quality and customer service to the City of Santa Ana
Public Works Agency and a long list of other customers. Below, I will address the specific areas
that are asked for.
First, in regards to ON-TIME DELIVERY, we almost always deliver as promised. Sometimes
that means adding people and/or working late, but we do what it takes to get the job done on
time and on budget. We also don't make promises we can't keep, I believe that it is better to
under promise and over deliver. Second, as far as TIMELY RESPONSE, we strive to respond in
a reasonable time. By maintaining a good line of communication with key city personnel we can
determine the urgency of a job request and respond accordingly, Third, QUALITY AS
SPECIFIED is basically meeting the standard requirements. We try to exceed those standard
requirements whenever possible. If we do that little extra, people remember that and are usually
very satisfied. This has been a key to our success. Forth, QUALITY CONTROL is what is
important on every job. I personally check and recheck jobs to make sure. it was done correctly.
Finally, CUSTOMER SATISFACTION is meeting or exceeding the expectations of your
customer. i try to ask myself on every job "would I be satisfied if I was the paying customer". I
also.have the experience to correct and resolve any customer concerns or problems.
In conclusion, Orange County Contractor Services already does and will continue to maintain a
commitment to quality. We are excited to have this opportunity to bid and possibly work with the
City of Santa Ana on another project.
If you have any questions, please call me at 714-878-3093. Thank you for your consideration
Sincerely,
Edward Schade
EXHIBIT A-1
25A-10
CERTIFICATION OF NONDISCRIMINATION
BY CONTRACTORS
As suppliers of goods or services to the City Of Santa-Ana, the Firm listed below certifies that it will not
discriminate in its employment practices against any employee or applicant for employment because of such
person's race, religion, national origin, ancestry, sex, sexual orientation, age, physical handicap, mental disability,
marital status, domestic partner status or medical condition; that it Is in compliance with all federal; state and
local directives and executive orders regarding nondiscrimination in employment; and that it agrees to.
demonstrate positively and aggressively the principle of equal opportunity in employment.
WE AGREE 'SPECIFICALLY:
1. To take affirmative steps to hire minority employees within the company..
Z To establish or observe employment policies which affirmatively promote
opportunities for minority persons at all job levels.
3. To communicate this policy to all persons concerned, including all company
employees, outside recruiting services, especially those servicing minority
communities, and to the minority communities at large.
FIRM
TITLE OF PERSON SIGNING
SIGNATURE D
ATE
Please include any additional information available regarding equal opportunity
employment programs now in effect within your company.
EXHIBIT A-1
25A-11
CITY OF SANTA ANA
ANNUAL CITY GUARDRAIL, CHAIN LINK FENCE,
BLOCK WALL AND TRAFFIC BOLLARD REPAIR CONTRACT
FISCAL YEAR 2010-2011
SID & CONTRACT AGREEMENT
BID PROPOSAL & CONTRACT AGREEMENT
TO: CITY COUNCIL OF THE CITY OF SANTA ANA
FROM:
REQUIREMENT: BLOCK WALL, CHAIN LINK FENCE, GUARD RAIL,
AND TRAFFIC BOLLARD REPAIR
TYPICAL REPAIR SCENARIOS
For bidding purposes please provide lump sum prices for the repair work described below. Pricing
shall include all installation accessories e.g. bolts nuts and other fittings.
A. BLOCK WALL
While backing out of a delivery drop off spot, a truck damaged a City-owned block wall (See.
below). The existing re-bar is intact; however; approximately 14 square feet of wall surface needs
to be repaired (21 6"x 8"x 16" blocks). Please provide a lump sum bid for repair of the wall
according to Santa Ana Improvement Standard 113-A. The bid shall include all applicable
requirements of Standard 113-A and disposal of all broken masonry from the site.
Repair damage to block wall described above ...................................LS = $ f a{1 r,
DAMAGED BLOCK WALL
Not IQ Scale
(TO BE INCLUDED WITH BID PACKAGE)
1 of 16
EXHIBIT A-1
25A-12
CITY OF SANTA ANA
ANNUAL CITY GUARDRAIL, CHAIN LINK FENCE,
BLOCK WALL AND TRAFFIC' BOLLARD REPAIR' CONTRACT
FISCAL YEAR 2010-2011
BID & CONTRACT AGREEMENT
TYPICAL REPAIR SCENARIOS (cont.)
For bidding purposes please provide prices for the repair work described below,
B. CHAIN' LINK FENCING
An errant driver has destroyed 20LF (2 Panels) of 6' high chain link fencing 'located on a vacant
City lot. Please prepare a lump sum bid for its repair based on the following items and all
applicable requirements per Santa Ana Improvement Standard No. 310.
1. Disposal of all destroyed fencing including 3 - 2'-6"x 8"x 8" concrete footings.
2. Furnish and install: 3 -8'L x 1-1/2" Dia. Galt'. Stl. Line Posts w/caps.
2 -101 x 1-1/4" Dia. Galy. Stl. Pipe Top Rails
20 LF of 9 GA. 2" Mesh 60" Chain Link Fabric
40 LF of 7 GA. Spring Steel Tension Wire w/ 9 GA. Wire Ties
Repair damage to chain link fencing described above ................................LS =
C. GUARDRAIL
On northbound Fairview Street, between First and Willits Streets, a section of guardrail has been
damaged (See photo next page). Please prepare a lump sum bid for its repair based on the
following items and all applicable requirements per Santa Ana Improvement Standard No. 1114.
1. Disposal of all destroyed material including: 1-12'-6"L metal beam guard rail & spade end
3- 8" x 8" x 5" posts and concrete. footings
2. Furnish and install: 1-12'-6" metal beam guardrail
1 -terminal end section
3 - 8" x 8" x 5' pressure treated posts w/concrete footings
Metal Beam Guardrail Element ..................... or Individual Unit Price $ '/ .
Terminal End Section... ........................Individual Unit Price= $
Pressure Treated Posts w/Concrete Footings............Individual Unit Price = $
Metal Posts, ............... : ....... ................................... Individual Unit Price $ /?;'o
(*Pricing shall include all installation accessories e A bolts nuts and other fitting
Repair Damage to Guardrail Scenario Described Above" ..........................:LS = $17-`
(TO BE INCLUDED WITH BID PACKAGE)
2 of 16
EXHIBIT A-1
25A-13
CITY OF SANTA ANA
ANNUAL CITY GUARDRAIL, CHAIN. LINK FENCE,
BLOCK WALL AND TRAFFIC BOLLARD REPAIR' CONTRACT
FISCAL YEAR 2010-2011
BID &'CONTRACT AGREEMENT
TYPICAL REPAIR SCENARIOS (cont )
For bidding purposed please provide prices for the repair work described below.
D. TRAFFIC BOLLARDS
An automobile has damaged a steel traffic bollard located at the northeast corner of Bristol Street
and St. Andrew Place. Please prepare a lump sum bid for its repair based on the following items:
1. Remove & dispose of all damaged material including steel post and concrete footing.
2. Furnish and install new 51 x 6-5/8" diameter galvanized steel post in 18" square x 6" deep
concrete footing (See drawing below). Includes end cap and steel eyebolt.
Repair damage to traffic bollard described above .....................................LS = $ 1
5' L x 6-5/8" Dia. Galy. Stl: Post
with tack-welded cap and eyebolt
TYPICAL REPAIR SCENARIOS A+B+C+D
NAME:
ADDRESS: _ /? I"yl • - j`
TELEPHONE/FAX 71-V-- ' "AV 7111, _Ae 7_ e9AI-V?
(TO BE INCLUDED WITH BID PACKAGE)
3 of 16
EXHIBIT A-1
New 18" square x 6" deep concrete footing
(Sawcut)
TOTAL .BID: $ 46? Z/ . 61
25A-14
NEW TRAFFIC BOLLARD
Not to Scale