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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />APRIL 18, 2011 <br />TITLE: <br />AMENDMENT TO AGREEMENT WITH <br />ORANGE COUNTY MAILBOXES FOR <br />DOWNTOWN GENERAL <br />MAINTENANCE SERVICES AND <br />GUARDRAIL, BOLLARD AND CHAIN <br />LINK FENCE REPAIR <br />CITY MANAGER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />? As Recommended <br />? As Amended <br />? Ordinance on 1s` Reading <br />? Ordinance on 2nd Reading <br />? Implementing Resolution <br />? Set Public Hearing For_ <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute the attached amendment to the <br />agreement with Orange County Contractors Services dba Orange County Mailboxes and <br />Construction to provide general maintenance services in the Downtown Santa Ana area as well <br />as City wide repair to guardrails, chain link fences and traffic bollards for an amount not to <br />exceed $100,000 through June 30, 2012, with an option to extend the agreement for two <br />additional one-year renewals, subject to nonsubstantive changes approved by the City Manager <br />and City Attorney. <br />DISCUSSION <br />The City is responsible for maintaining public safety and reducing liability on approximately 400 <br />miles of streets. Contract services are necessary to assist with the repair of guardrails, <br />permanent chain link fencing, block walls and traffic bollards. In addition, the City maintains the <br />general Downtown area by providing general maintenance services for all public areas covering <br />streets, sidewalks and parking areas to insure a functional environment and minimizing safety <br />hazards with repair to bollards and pavements as well as electrical and plumbing repairs on a <br />call-out basis. <br />In January of 2010, a request for proposal for General Maintenance Services in the Downtown <br />area was prepared and the Orange County Mailboxes and Constructions was selected as the <br />most responsive and lowest bidder. On April 12, 2010, the City entered into a $25,000 <br />agreement with Orange County Mailboxes and Construction for a term through June 30, 2010 <br />with one automatic renewal and the option to extend for two additional one-year periods. In order <br />to continue providing the same level of general maintenance in the Downtown area, the <br />agreement needs to be increased by an additional $10,000 for this fiscal year. Due to increased <br />market costs in equipment and materials, the contractor requested an hourly rate increase. Staff <br />is recommending a rate increase of 15% or an hourly rate to $60 based on the market and the <br />25A-1