HomeMy WebLinkAbout25C - AGMT - DT GENERAL MAINTENANCE
0.1. t.~ rtlk.. I IN
REQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY:
JUNE 17, 2013
TITLE: APPROVED
? As Recommended
AGREEMENT RENEWAL WITH ORANGE El Amended
El Or dinance on 1 S` Reading
COUNTY MAILBOXES FOR DOWNTOWN ? Ordinance on 2nd Reading
GENERAL MAINTENANCE SERVICES ? Implementing Resolution
AND GUARDRAIL, BOLLARD, AND ? Set Public Hearing For
CHAIN-LINK FENC EPAIR
CONTINUED TO
FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager and Clerk of the Council to execute a renewal 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, 2014, subject to non-substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
The above recommended action is intended to allow the City to benefit from the option to extend
for a final one-year renewal. The contractor has agreed to cap costs at Fiscal Year 2012/13
rates. During Fiscal Year 2013/14, staff will complete a Request for Proposals process to solicit
proposals from qualified service providers.
The City is responsible for maintaining public safety and reducing liability on approximately 400
miles of streets. To ensure a functional environment and minimize safety hazards, the City
maintains its Downtown area by providing general maintenance services for all public areas
covering streets, sidewalks, and parking, as well as repairs to bollards and pavements, and
electrical and plumbing repairs on a call-out basis. Contract services are necessary to assist with
the repair of City-owned guardrails, permanent chain-link fencing, block walls, and traffic bollards.
On April 12, 2010, the City entered into an agreement with Orange County Mailboxes and
Construction to provide general maintenance support services. An amendment on April 18,
2011, added Downtown general construction services and an option to extend the agreement for
two additional one-year periods. A subsequent amendment approved on July 2, 2012, extended
the agreement into one of the renewal periods.
25C-1
Agreement Renewal with Orange County Mailboxes
June 17, 2013
Page 2
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. The
vendor has agreed to continue its services and renew the contract with no increase in pricing.
Staff recommends approval of the final renewal to accommodate the need for continued
maintenance services in the Downtown area and provide citywide repair of guardrails, permanent
chain-link fencing, block walls, and traffic bollards.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in the Parking Meter, Downtown Maintenance, and Public Works Roadway
Markings & Signs Contract Services-Professional accounts (02718860-62300, 40718842-62300,
and 01117625-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Raul Godinez II, P.E. Francisco Gutierrez
Executive Director Executive Director
Public Works Agency Finance & Management Services Agency
44111 i(G"I i r
-Sandra D. Gottlieb
Acting Executive Director
Community Development Agency
Exhibit: 1. Agreement Renewal
25C-2
THIRD AMENDMENT TO AGREEMENT
THIS THIRD AMENDMENT TO AGREEMENT is entered into on July 1, 2013, 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, and again on July 2, 2012, to extend the
term and add compensation to pay for general construction services during the extended term.
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 final one-year extension 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 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 2013/2014 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 2013/2014 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, 2014,
unless terminated earlier in accordance with Section 12, below."
3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in
full force and effect.
25C-3
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Agreement
on the date and year first written above.
ATTEST: CITY OF SANTA ANA
MARIA D. HUIZAR KEVIN O'ROURKE
Clerk of the Council Acting City Manager
APPROVED AS TO FORM:
ORANGE COUNTY CONTRACTORS
SONIA R. CARVALHO SERVICES
City Attorney
By:
Laura Sheedy EDWARD SCHADE
Assistant City Attorney Owner
RECOMMENDED FOR APPROVAL:
RAUL GODINEZ II, P.E.
Executive Director
Public Works Agency
25C-4