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Home My WebLink About22A - SPEC - GENERAL MAINT SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 19, 2016 TITLE: CONTRACT AWARD TO QUALITY FENCE CO., INC. FOR CITYWIDE GENERAL MAINTENANCE SERVICES (SPEC. NO. 16 -029) {STRATEGIC PLAN NO. 6, 1C} CITY MANAGEW RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 16tReading ❑ Ordinance on 2"dReading ❑ Implementing Resolution ❑ Set Public Hearing For-_ CONTINUED TO J!I! HiPudtu 1. Reject the bid from Orange County Contractors Services as nonresponsive. 2. Award a contract to Quality Fence Co., Inc. for citywide general maintenance services for a one -year period expiring April 30, 2017, with provisions of four one -year renewals exercisable by the City Manager, in an annual amount not to exceed $45,000, subject to nonsubstantive changes approved by the City Manager and City Attorney. DISCUSSION The Public Works Agency Maintenance Services Division is responsible for maintaining approximately 400 miles of roadway within the City of Santa Ana. Contract services are necessary to assist with the repair of guardrails, permanent chain link fencing, block walls, traffic bollards and miscellaneous electrical services on an as- needed basis. This contract will provide an efficient and cost - effective method to complete these repairs to City property. The notice inviting bids was advertised on February 25, 2016 on the City's online bid management and publication system. A summary of the bid invitations and bids received is as follows: 212 Vendors notified 1 Santa Ana vendor notified 4 Bids received 1 Bid received from a Santa Ana vendor Bids were received and opened on March 22, 2016, and evaluated (Exhibit 1). The bid received from Quality Fence Co., Inc., is responsive to the specifications, meets the City's requirements for maximum quality service at minimum price and complies with prevailing wage requirements. 22A -1 Contract Award for Citywide General Maintenance Services April 19, 2016 Page 2 This contract also provides a City option for after -hour service calls, if needed; however, this service has not been necessary or utilized in the past five years as work has been scheduled during normal work hours. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 — Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy C (invest resources and technology to extend the service life of existing infrastructure to protect the City's investment and support a high quality of life standard). FISCAL IMPACT Funds in the amount of $15,000 for the remainder of FY 2015 -16 are available in the Public Works Roadway Markings /Signs account (01117625 - 62300) for $10,000 and in the Water Utility Water Production and Supply account (06017640- 62300) for $5,000. Subsequent funding for FY 2016 -17 in the amount of $30,000 will be budgeted and made available in the Public Works Roadway Markings /Signs and Water Utility Water Production and Supply accounts (50% in 01117625 -62300 and 50% in 06017640 - 62300). Upon exercising the renewal options, funds in the annual amount of $45,000 for FY 2017 -18, FY 2018 -19, FY 2019 -20, and FY 2020 -21 will be budgeted and made available in the following accounts: • $25,000 in the Public Works Roadway Markings /Signs account (01117625- 62300) • $20,000 in the Water Utility Water Production and Supply account (06017640- 62300) I A,� Freq Mousavipour Exe utive Director Public Works Agency FM /PG /SJM /sp Exhibit 1. Abstract of Bids APPROVED AS TO FUNDS AND ACCOUNTS: -N�N�R:a3:1tn-) Francisco Gutierrez Executive Director tvt Finance & Mgmt. Services Agency 22A -2 ABSTRACT OF BIDS CITYWIDE GENERAL MAINTENANCE (16 -029) 1 % Santa Ana Vendor Preference $69.25 - Total $8,919.00 $4,410.00 $6,855.75 Service call $450.00 $300.00 $95.00 Material /Equipment Rental Mark -Up 15% 15% 15% Exhibit 1 22A -3 Aneen Quality Fence SLS Property Bidder Construction, Inc. Co., Inc. Solutions, Inc. Location Costa Mesa Paramount Santa Ana Block Wall Repair $4,969.00 $1,280.00 $1,110.00 Chain Link Repair $1,300.00 $1,110.00 $1,565.00 Guardrail Repair $1,850.00 $1,395.00 $3,190.00 Traffic Bollard Repair $800.00 $625.00 $1,060.00 1 % Santa Ana Vendor Preference $69.25 - Total $8,919.00 $4,410.00 $6,855.75 Service call $450.00 $300.00 $95.00 Material /Equipment Rental Mark -Up 15% 15% 15% Exhibit 1 22A -3 22A -4