HomeMy WebLinkAboutItem 15 - Agreement with Service First - Fountain MaintenancePublic Works Agency
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Item # 15
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 5, 2024
TOPIC: Second Amendment for Service First Fountain Maintenance Services
Agreement
AGENDA TITLE
Amend the Agreement with Service First to Increase the Contract Amount by $300,000
Annually for Fountain Maintenance and Repair Services (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a second amendment to the agreement with
Service First to provide scheduled fountain maintenance and repair services, increasing
the amount by $300,000 annually, for a total agreement amount of $1,868,000, for the
remaining term through December 31, 2025 (Agreement No. A-2024-XXX).
GOVERNMENT CODE 84308 APPLIES: Yes
DISCUSSION
As of July 1, 2022, park maintenance functions have transferred from the Parks,
Recreation, and Community Services Agency (PRCSA) to the Public Works Agency
(PWA). PWA’s Parks, Fleet, and Facilities Division provides fountain maintenance and
repair throughout the city.
On September 13, 2021, PRCSA released a Request for Proposal (RFP) for fountain
maintenance, and on November 16, 2021, Service First was awarded the contract. They
have provided continuous maintenance services for city fountains and pools. Their
professional and prompt response has been instrumental in keeping city fountains
beautiful, healthy, and safe for all residents and visitors.
Over the years, there has been a need for an increased level of maintenance services
due to vandalism and deferred maintenance. Additionally, rising costs of materials and
labor also impact ongoing operations to meet the high standard of service to City
residents and visitors. Service First has provided high-quality maintenance services to
the City since its contract commencement in 2021. To fund the increased level of
service and unforeseen repairs, staff recommends increasing the annual agreement
amount by $300,000 to cover services (Exhibit 1). The fountains to be maintained under
this contract include:
•Civic Center fountains (three fountains)
•Second Street Promenade
•Sasscer Park (soon to be repaired)
Second Amendment for Fountain Maintenance
March 05, 2024
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In addition to the routine maintenance, scope of work will include minor equipment
replacement and upkeep.
FISCAL IMPACT
Funding is available in the FY 2023-24 budget and funding for subsequent fiscal years
will be included in the proposed budgets for City Council consideration. The following
table summarizes the funds budgeted and available for expenditure to deliver
agreement services.
Fiscal Year Accounting
Unit-Account #
Fund
Description
Accounting
Unit, Account
Description
Amount
Amendment
2023-24
(Feb-Jun)07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maint. & Repair
Bldg. & Ground
$125,000
2024-25 07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maint. & Repair
Bldgs & Ground
$300,000
2025-26
(Jul - Dec)07417655-62320 Civic Center
Maintenance
Civic Center
Maintenance,
Maint. & Repair
Bldgs & Ground
$150,000
Original Contract $1,293,000
Total:$1,868,000
EXHIBIT(S)
1. Second Amendment to Agreement with Service First
Submitted By: Nabil Saba, P.E., Executive Director - Public Works Agency
Approved By: Tom Hatch, Interim City Manager
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SECOND AMENDMENT TO FOUNTAIN MAINTENANCE AND REPAIR SERVICES
AGREEMENT WITH SERVICE FIRST
THIS SECOND AMENDMENT TO AGREEMENT is entered into this 5th day
of March 2024, by and between Service First (“Contractor”), and the City of Santa Ana, a
charter city and municipal corporation duly organized and existing under the
Constitution and laws of the State of California (“City”).
RECITALS
A.On November 16, 2021, the City entered into Agreement # A-2021-218 with Contractor to
provide fountain maintenance, fountain repair services, and related services.
B.On October 17, 2023, the parties amended the Agreement to increase the total compensation
under the Agreement and extend the term through December 31, 2025 (# A-2023-178). The
Agreement is current and in effect.
C.In accordance with the terms and conditions of the Agreement, the parties desire to amend
the total compensation under the Agreement for the remainder of the term.
THE PARTIES THEREFORE AGREE:
1.Section 2.a., COMPENSATION, shall be amended to read as follows: City agrees to
pay, and Contractor agrees to accept as total payment for its services for City, the rates
and charges identified in Exhibit C, attached hereto and incorporated herein. The total
amount to be expended during the term of this Agreement shall not exceed $1,868,000.00
which is allocated as: 1) a base rate of $1,494,400.00; and 2) a contingency in the amount
of $373,600.00 for additional and as-needed services, to be exercised at City’s sole
discretion.
2.Except as hereinabove modified, the terms and conditions of said Agreement
remain unchanged and in full force and effect.
[Signatures continued on the following page]
EXHIBIT 1
SIGNATURE PAGE TO SECOND AMENDMENT TO FOUNTAIN MAINTENANCE AND
REPAIR SERVICES AGREEMENT WITH SERVICE FIRST
lN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the Agreement
the date and year first above written.
ATTEST:CITY OF SANTA ANA
.IENNIFER L. HALL
City Clerk
APPROVED AS TO FORM:
Sonia R. Carvalho, City Attorney
RECOMMENDED FOR APPROVAL:
Nabil Saba, P.E.
Executive Director of
Public Works Agency
THOMAS R. HATCH
Interim City Manager
CONSULTANT
JONATHAN T. M
Assistant City Attorney
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