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HomeMy WebLinkAbout20B - AA - AGMT - BOARD-UP SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 16, 2015 TITLE: APPROPRIATION ADJUSTMENT AND AGREEMENT FOR BOARD -UP SERVICES WITH SLS PROPERTY SOLUTIONS, INC., ALA CONSTRUCTION, CRYSTAL GLASS & MIRROR, CEDELCO CONSTRUCTION AND REAL ESTATE CONSULTING & SERVICES, INC. (STRATEGIC PLAN NO. 5, 4) CITY MEAN ER r r CLERK OF COUNCIL USE ONLYs . -r 01 As Recommended As Amended ❑ Ordinance on 13' Reading ❑ Ordinance on 2 n Reading ❑ Implementing Resolution ❑ set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreements with SLS Property Solutions, Inc., ALA Construction, Crystal Glass & Mirror, Cedelco Construction and Real Estate Consulting & Services Inc. for board -up services in an aggregate amount not to exceed $50,000 for a period of three years, (April 21, 2015 thru April 21, 2018), subject to non - substantive changes approved by the City Manager and City Attorney. 2. Approve an appropriation adjustment recognizing $5,000 in the Special Repair and Demolition Fund revenue account (no. 12116002 - 53507) for fiscal year 2014 -15 and appropriating the same in the expenditure account (no. 12116540- 62300). DISCUSSION Properties and buildings that are abandoned or otherwise no longer maintained become a target for crime and vandalism, posing a threat to the health and safety of surrounding properties and the community at- large. Unsecured structures attract graffiti, trash and transients while abandoned swimming pools can become a breeding ground for insects as well as create a drowning risk. Code Enforcement Inspectors are tasked with the investigation of these hazardous or nuisance conditions which Include, unsecured structures, vacant properties, open structures, unfenced parcels, swimming pools without adequate protective fencing, or other hazardous conditions as defined by the California Health and Safety Code (Section 17920,3) which create Imminent danger or present a threat to life, health, property, or safety of the public. In addition to the California Health and Safety Code, the Santa Ana Municipal Code (SAMC) states that all buildings or portions thereof which are determined after Inspection to be dangerous 20B -1 Agreements for Board Up Services June 16, 2015 Page 2 as defined in the Uniform Code for the Abatement of Dangerous Buildings are declared to be public nuisances and shall be abated by repair, rehabilitation, demolition or removal. As a result, when an inspection reveals a hazardous condition, the inspector issues the property owner a Notice and Order to correct the conditions within a short specified time period. In cases where the owner does not remedy the hazardous conditions within the timeframe identified on the Notice and Order, the City may hire a contractor to complete the work to secure the property /building. The owner is then billed for all costs associated with the abatement as well as administrative fees. If the City is not reimbursed by the property owner in a timely manner, the costs are referred to the Orange County Tax Assessor to be recorded as a lien on the property. In addition, criminal action by the City Attorney's Office may be initiated against the property owner. In the current Fiscal Year, Code Enforcement has issued 47 Notice and Orders, of which 20 have required the City to utilize a contractor to secure the property /building as the owner failed to remedy the dangerous or abandoned condition. Request for Pr000sal Process After a review of the current board -up services program it was determined that to improve flexibility and board -up response times, specifically related to after -hour and weekend requests, Code Enforcement is proposing to enter into agreements with multiple vendors who can provide the required services. By utilizing multiple vendors, Code Enforcement can ensure that buildings /properties are secured quickly and efficiently. On April 15, 2015, the City issued an RFP for Board -up Services. Seven proposals were received and reviewed by Code Enforcement staff, and scored as follows: Vendor Average Score SLS Property Solutions Inc. 97.7 ALA Construction 91.0 Crystal Glass & Mirror 78.7 Cedelco Construction 76.7 Real Estate Consulting & Services Inc. _ 75.7 JP Gergen Co 94 Corner Keystone 1 53.3 Based on these scores, the recommended vendors to provide board up services are: SLS Property Solutions, Inc., ALA Construction, Crystal Glass & Mirror, Cedelco Construction and Real Estate Consulting & Services Inc. Each of these vendors demonstrated in their RFP's that they are qualified and capable of providing the needed board -up services. 20B-2 Agreements for Board Up Services June 16, 2015 Page 3 Local Preference Ordinance In a continued effort to support and promote local businesses, the RFP included standard language specifying that Santa Ana and /or Orange County -based businesses will receive additional preference for being local. This program was created to give qualifying Santa Ana and Orange County businesses a competitive advantage in winning City contracts, as well as promote increased economic activity in the community as city money spent on contracts recirculates in the local and regional economies. All of the recommended contractors for board - up services are either Santa Ana or Orange County based businesses. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal No. 5 Community Health, Livability, Sustainability and Engagement, Objective No. 4 (Support Neighborhood Vitality and Livability). FISCAL IMPACT Approval of the Appropriation Adjustment will recognize $5,000 in the Special Repair and Demolition Fund revenue account (no. 12116002- 53507) for fiscal year 2014 -15 and appropriate the same in the Special Repair Demolition expenditure account (no. 12116540 - 62300). Funding for fiscal year 2015 -16 is budgeted and will be available upon Council approval of the proposed fiscal year 2015 -16 budget in the amount of $20,000 in the Planning and Building Agency Special Repair and Demolition Fund account (No. 12116540- 62300). Furthermore funding for fiscal year 2016 -17 totaling $15,000 and fiscal year 2017 -18 totaling $10,000 will also be budgeted and made available in the Planning and Building Agency Special Repair and Demolition Fund account (no. 12116540- 62300). Section 17 -107 of the Santa Ana Municipal Code (SAMC) states property owners are responsible for reimbursement to the City for all abatement costs and administrative fees. Upon receipt of reimbursements, funds will be deposited in the Special Repair and Demolition Fund (no. 12115002- 53507). Furthermore, if the City is not reimbursed by the property owner in a timely manner after board -up services are provided, the total amount of associated costs will be referred to the Orange County Tax Assessor for recording as a lien on the property. Hassan Ha_g / ni, A P Executive Director Planning & Building Agency MF: kg Mrepoits\DABS Sewlces RFCA Exhibit: 1. Agreement APPROVED/AS TO FUNDS AND ACCOUNTS: Francisco ('etierrez/� Executive Director Finance & Management Services Agency r1- r�- NOTE: Same agreement will be used for all five vendors as listed on the Request for CONTRACTOR AGREEMENT FOR Council Action BOARD -UP SERVICES THIS AGREEMENT made and entered into this — day of June, 2015 by and between [Name of Contractor], a California corporation (hereinafter "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 (hereinafter "City "). RECITALS A. The City desires to retain a Contractor having special skill and knowledge in the field of building/property board -up services. B. Contractor represents that Contractor is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Contractor represents that it is Imowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional contracting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Contractor shall provide board -up services on request of the Community Preservation Manager or his designee, as set forth in Exhibit A, attached hereto and incorporated herein by this reference. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services, the cumulative rates and charges identified in Exhibit A. This Contractor is one of five (5) contractors that the City has retained for on call board -up services. The total sum authorized to be expended by the City for all on call board -up services between all five contractors shall not exceed Fifty Thousand Dollars ($50,000) during the Term of this Agreement. However, this Agreement does not guarantee that any set amount of the authorized $50,000 will be expended on any particular Contractor. 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. EXHIBIT 1 rl- 3. TERM This Agreement shall commence on the date first written above and terminate three (3) years from said commencement date or upon the depletion of the maximum contract amount as stated in Section 2 above, unless terminated earlier in accordance with provisions, below. The Term of this Agreement may be extended upon a writing executed by the City Manager and the City Attorney. 4. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer- employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence and $2,000,000 in the aggregate. Such insurance shall be endorsed as follows: (a) name the City, its officers, employees, agents, volunteers and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self - insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 combined single limit. Such insurance shall include coverage for owned, hired and non -owned automobiles. c. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self - insurance. Prior to commencing rI- the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: (i) Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. (ii) Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved in form by the City Attorney. (iii) Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. e. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 6. INDEMNIFICATION Contractor agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including health, and claims for property damage, which may arise from the direct or indirect negligent operations of the Contractor or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section 1 of this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Contractor further agrees to indemnify, hold harmless the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. 7. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and /or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the sarne degree of care it uses to protect its own information of like 20B-7 importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non -use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 8. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 9. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by facsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Cleric of the City Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92702 -1988 FAX (714) 647 -6956 Copies to: Executive Director of Planning and Building Agency City of Santa Ana 20 Civic Center Plaza (M -19) P.O. Box 1988 Santa Ana, California 92702 FAX (714) 647 -5897 City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, California 92702 FAX (714) 647 -6515 r1- To Contractor: [Name of Contractor] [Contractor Address] [City, State, Zip] [Contractor FAX] A party may change its address by giving notice in writing to the other party. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by facsimile, communication shall be effective or deemed to have been given twenty -four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 10. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate either Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 11. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. 12. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following condition that payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 13. DISCRIMINATION rl- • Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 14. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 15. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 16. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall. indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 20B -10 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Lisa Storck Assistant City Attorney CITY OF SANTA ANA DAVID CAVAZOS City Manager RECOMMENDED FOR APPROVAL: [CONTRACTOR COMPANY NAME] HASSAN HAGHANI, AICP Executive Director Planning & Building Agency [REPRESENTATIVE] [TITLE] Tax ID# 20B -11 EXHIBIT A SCOPE OF SERVICES 20B -12 EXHIBIT A CITY OF SANTA ANA COMMUNITY PRESERVATION TRIP CHARGE $135.00 'H.U.D. STYLE DOOR INCLUDES PADLOCK, HASP AND HINGES $350.00 STANDARD DOOR MAX SIZE 4'X 8' $240.00 EACH WINDOW MAX SIZE 3'X 8' $180.00 NOTE: DISCOUNTS FOR MULTIPLE SMALL WINDOWS PAINTING (PER CITY REQUIREMENTS) 1ST [41 SHEETS $160.00 EACH ADDITIONAL SHEET $35.00 EA GARAGE DOOR, ON A CASE BY CASE BASIS MINIMUM $160.00 PADLOCKS KEYED TO MATCH CITY KEY #5 $ 65.00 2'X 4' ON [2] JAMS ONLY $130.00 NOTE: OVERSIZED OPENINGS, ANYTHING OVER 90" X 80" $450.00 SERVE R /CRYSTA LG LAS S FO LDE RICO NTRACTS /C ITYOFS�6JY E.f SI NG2014TO2015 CA License# 707597 B & 0 -36 May 4, 2015 City of Santa Ana Planning & Building Attn: Mr. Matt Foulkes 20 Civic Center Plaza P.O. Box 1988 Santa Ana, CA 92702 We hereby propose to furnish materials and labor to secure/ board up the following: A. Standard size window $125 B. Additional standard size windows $90.00 each C. Single door $125 D. Additional doors $90.00 each F. Double doors and sliding doors $150 F. Garage door- 8 ft. $175-$225 G. Garage door- 16 ft. $250-$300 H. Sheds $125 I. Crawl spaces $125 J. Chain and lock $75.00 each K. Travel charge during normal business hours $125 L, Travel charge after business hours $175 M. Stand by charges $75/ hour Best Regards, Larry Amado P.O. Box 2626 Capistrano Beach, CA 92624 Office: 10491492 -5574 Cell: [9491279.1771 20B -14 Fax: 19491492 -5114 IWN01i:11ra A I A 1' {,[) 1'66 11 AOII 110 N.S. 1\( , S1)1ufio,t 1;'s e 11 au r,! Section VI - Rate and Service Structure Description Amount Section VI 4 a. Board -up cost of 1st standard window, flat rate for materials and on site labor only. $90,00 Section VI (1) Each additional window thereafter, flat rate for materials and on site labor only. $75.00 Section VI 4 b. Board -up cost of 1st single door opening, flat rate for materials and on site labor only. $100.00 Section VI (1) Each additional door thereafter, flat rate for materials and on site labor only, $75.00 Section VI 4 c. Board -up cost of garage doors (assumes a roll up door for a double car garage opening or two single door side by side), Includes 4 sheets of OSB, necessary screws and /or nails, 6 - 2 x 4' and ram sets. This is a flat rate for materials and on site labor only. $210.00 Section VI 4 c. 1. Board -up cost of a garage door (assumes a roll up door for a single car garage opening). Includes 2 sheets of OSB, necessary screws and /or nails, 4 - 2 x 4' and ram sets. This is a flat rate for materials and on site labor only, $115.00 _ _ Section VI 4 d. Bolt, screw door, garages and windows, flat rate for materials and on site labor only. $60.00 Section VI 4 e. Chain and lock fee (includes 1 master lock H8 hardness, 1 YA" shackle, and 3' of 5/16" galvanized chain) installed, flat rate for materials and on site labor only. $1.15,00 Section VI 4 f. Travel charges, per hour, $95.00 Sections VI 4 g. After -hour charge, per hour. $120.00 Non- colhrsion clause The signer, of the RFP declares in this wilting that the only person, persons, company or parties interested in the proposal as principals are named herein; that this proposal was made without collusion with any other person, persons, company or- parities submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud; and, that the signer of this proposal has full authority to bind the principal proposer. Thank you for the opportunity, Paul B. Strader CA contractor's license B and C -21 1003099 i-IAZWOPER certificate #34455 Lead Safety RRP certificate R_I- 19157 -11 -00225 91'7( I'1,l %i \l I IA i ); {!f 11.r ief,. 1 ( \(I iRRi\ ,_r 1'1, ,-111 nuf,y1irtrnrlrrrVyn l2QR-•5 EXHIBIT A Tel. 714-873-5861 190 w. 3rd St. Santa Ana CA. 92701 RATE AND SERVICE STRUCTURE: Arrival fee- $100.00 • Arrival fee after business hours $150.00 (business hours are (Mon -Sat 6:00am to 5 :00pm) • Board -up cost of I", standard window - $125.00 o Each additional window thereafter - $100.00 r Board -up cost of 1st, single . door opening- $125.00 o Each additional door thereafter $100.00 • Board -up cost of garage doors $200.00, 0 Bolt, screw door, garage and windows $150,0(% ra • Chain and lock fee- $95.00 ggu � "-Xgg� mW gnu METHOD OF PAYMENT' Cedelco Construction Inc. will submrtanonttl iirvoice to the City foi the sovutes rendered in that month. The invoice will inchrc3exa surtrmary as well as detailed brealcdoo tTte Ca ks, the hours, and hourly rates. Invoices ed with the followinginfoim it e cep address of location, staff wllclrequeslecdervice, itemizes cost of each service anrIeaT%41, �w after photos. REFERENT (� " MIDOROS� -� C. -7J47.3,28-7055 { s SANTAJANA PA12TNE}2S, LL "C `714- 6- 40 -T918 +' "' ; CABORACA INVESTMENTS, - 714 -393 -8001 Please do, no hesitate to contact any of the above references. (714)873 -5861 20B -16 EXHIBIT A 4 r ?, REC &S,INC, Rate and Service Structure Item Description Price Board -up Cost V standard Window $75.00 Each Additional Window thereafter $50.00 Board -up Cost of 1St single door opening $75.00 Each additional door thereafter $50.00 Board -up cost of garage doors $350.00 Bolt- Garages $300.00 Screw door - Windows $55,gq Bolt—Windows $105.00 Screw door- Garages $75.00 Chain (Galvanized chain, price perfoot) $4.15 - Lock (Master lock, per lock) $22.00 Travel Charges (roundtrip) $50.00 After- hour Charge (additional per hour) $3q,pq *Emergency Service Coordination* Minimum 1 hour $120.00 20B -17 ri-