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HomeMy WebLinkAbout25F - AGMT - DT GENERAL MAINTENANCE SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 2, 2012 TITLE: AGREEMENT RENEWAL 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 15i 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 renewal 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 Citywide repair to guardrails, chain link fences, and traffic bollards for an amount not to exceed $55,000 through June 30, 2013, subject to non-substantive 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. To ensure a functional environment and minimize safety hazards, the City also maintains the general Downtown area by providing general maintenance services for all public areas covering streets, sidewalks, and parking areas, as well as repairs to bollards and pavements, and electrical and plumbing repairs on a call-out basis. On April 12, 2010, the City entered into an agreement with Orange County Mailboxes and Construction, followed by an amendment to the agreement on April 18, 2011, which added Downtown general maintenance services to the agreement and an option to extend the agreement for two additional one-year periods. 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. Additionally, the vendor has agreed to renew the contract with no increase in pricing. Staff recommends approval of the first renewal to accommodate the need for continued maintenance services in the Downtown area and with Citywide repair of guardrails, permanent chain link fencing, block walls, and traffic bollards. 25F-1 Agreement Renewal for Downtown General Maintenance Services and Guardrail, Bollard, and Chain Link Repair July 2, 2012 Page 2 FISCAL IMPACT Funds are available in the Downtown Maintenance, Contract Services-Professional accounts (02718860-62300-10900701087-3000, 40718842-62300-11901201087-3090, and 01117625- 62300). APPROVED AS TO FUNDS AND ACCOUNTS: Raul Godi Executive Public We :z II irector s Agency Francisco Gutierrez Executive Director Finance & Management Services Agency Nancy T. E rds Interim Exec tive Director Community Development Agency RG/PG Exhibit: 1. Agreement Renewal 25F-2 EXHIBIT 1 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT is entered into on July 2, 2012, 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. Said Agreement was amended on April 18, 2011, to extend the term and add compensation to pay for general construction services during the 2011-2012 fiscal year. C. In accordance with the terms and conditions of said Agreement, the parties again desire to amend said Agreement to extend the term and increase compensation to pay for the provisions of services during the extended term. 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 Second Amendment to Agreement, the parties agree as follows: 1. Section 2, COMPENSATION, shall be deleted in its entirety and replaced with the following: a. Downtown Santa Ana maintenance services shall be charged on a time and material basis. The hourly rate of $60.00 shall 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 not exceed $25,000, during the 2012/2013 fiscal year. Compensation for Public Works maintenance services shall be as agreed per Job Proposal prepared by Contractor and accepted by City. Total compensation shall not exceed $30,000 during the 2012/2013 fiscal year. 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." 2. 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, 2013, unless terminated earlier in accordance with Section 12, below. The term may be extended for one additional one-year term upon the agreement of the parties." 25F-3 3. 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 Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council CITY OF SANTA ANA PAUL M. WALTERS City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Laura Sheedy Assistant City Attorney RECOMMENDED FOR APPROVAL: RAUL GODINEZ, II Executive Director - PRCSA ORANGE COUNTY CONTRACTORS SERVICES EDWARD SCHADE Owner 25F-4