title
CC - CONSENT ITEM: Approval of Amendments to Existing On-Call Agreements with AZ Construction, DBA Ace Fence, Fleming Environmental, Ron’s Maintenance, Pumpman Inc., AM PM Door, Inc., Schindler Elevator Corporation, Siemens Industry, Inc., Duthie Power Services, Duke’s Root Control, Inc., Commercial Door of LA County, Inc., and Grundfos CBS, Inc., for Various Maintenance Services to Extend the Term of Each Agreement through June 30, 2024 and Increase the Aggregate Not-to-Exceed Amount by an Additional $504,000 for all Agreements Combined.
body
Meeting Date: June 12, 2023
Contact Person/Dept: Sean Singletary/Public Works - Environmental Programs & Operations Division
Phone Number: (310) 253-6457
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/07/2023)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (04/10/2023)
________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve amendments to multiple existing on-call agreements with AZ Construction DBA Ace Fence, Fleming Environmental, Ron’s Maintenance, Pumpman Inc., Safety Research Consultants Inc., AM PM Door, Inc., Schindler Elevator Corporation, Siemens Industry, Inc., Duthie Power Services, Duke’s Root Control, Inc., Commercial Door of LA County, Inc., and Grundfos CBS, Inc. for various maintenance services, to extend the term of each agreement through June 30, 2024 and increase the aggregate not-to-exceed amount by an additional $504,000 for all agreements combined as detailed in this report.
BACKGROUND/DISCUSSION
The Department of Public Works contracts with various contractors on an on-call basis to augment staff when positions are vacant and to provide specialized services on an as-needed basis. These services are comprised of routine and specialized tasks, including pump maintenance, fence repair, roof repair, maintenance to specialized systems at City facilities, and other critical work necessary for the continuance of City operations.
Many of these multi-year agreements are expiring in upcoming months. The Culver City Municipal Code (CCMC) stipulates the City go out for bid when the same vendor has been utilized for a period of five consecutive years. The bidding environment for many of these services has become challenging, due to fewer (and sometimes zero) companies submitting proposals. Some of the responses staff has received regarding the reason for fewer and higher cost bids include the City’s increased insurance levels and the inability to respond quickly on the westside of Los Angeles due to increased traffic and contractor personnel living far away.
The Finance and Public Works Departments have been working together to streamline processes to procure services in a timely and cost-effective manner. This process has been delayed due to staff shortages in Public Works and Finance only recently filling several vacancies in the Purchasing Division. To ensure that critical work continues so that the City can avoid service disruptions and maintain compliance with Federal and State regulations, staff recommends that certain existing on-call contracts with current contractors, that have continued to demonstrate that they are responsive and responsible, be extended through the end of Fiscal Year 2023-2024. As part of this effort, the agreements will also be amended to include the amounts listed below to ensure enough funding is available for the new contract term. In one case, no contract amount increase is necessary.
Extending these agreements through the next fiscal year will allow Public Works to respond in a timely manner to various facility requests, while working with Finance to prepare requests for qualifications for successive contracts for this work.
The following is the list of proposed contract budget amendments:
|
Vendor |
Contract No. |
Contract Amount Increase |
Contract Scope |
|
AZ Construction DBA Ace Fence |
31700233 |
$0 |
Maintenance and repair of fences. |
|
Fleming Environmental |
31900016M |
$50,000 |
Maintenance and repair of underground storage tanks for City vehicle fueling. |
|
Ron’s Maintenance |
31900051A2 |
$71,000 |
Catch basin maintenance. |
|
Ron’s Maintenance |
31900054 |
$38,000 |
Regular cleanings, storage tank cleanings, and building roof cleanings. |
|
Pumpman, Inc. |
32300125 |
$35,000 |
Maintenance and repair of pumping systems in City’s sewer and storm drain lift stations. |
|
AM PM Door, Inc. |
31900127 |
$65,000 |
On-call roll-up door repair and replacement Citywide. |
|
Schindler Elevator Corporation |
31900268M |
$40,000 |
Citywide elevator maintenance and repair. |
|
Siemens Industry, Inc. |
31300283 |
$50,000 |
Regular testing, maintenance, and repair of the fire safety system at City Hall, Transportation Facility, Senior Center, and Police Station. |
|
Duthie Power Services |
32000150 |
$15,000 |
On-call emergency automatic transfer switch repair. |
|
Duke’s Root Control, Inc. |
31900303 |
$50,000 |
Root control services on city-owned sewer main lines. |
|
Commercial Door of LA County, Inc. |
32000184 |
$40,000 |
Gate repair/replacement at various City facilities. |
|
Grundfos CBS, Inc. |
32200098 |
$50,000 |
Emergency repair to pool motor at City’s Plunge. |
All other terms and conditions including rates for services rendered shall remain the same.
FISCAL ANALYSIS
Funding for the extended year of service is included in the Proposed Budget for Fiscal Year 2023-2024. The chart below indicates which account numbers are associated with each contract.
|
Vendor |
Contract No. |
Contract Amount Increase |
Account No. |
|
AZ Construction DBA Ace Fence |
31700233 |
$0 |
This extension is time only, the contract amount will not increase. |
|
Fleming Environmental |
31900016M |
$50,000 |
10160230.600100 |
|
Ron’s Maintenance |
31900051A2 |
$71,000 |
43480000.730100.PZ497 |
|
Ron’s Maintenance |
31900054 |
$38,000 |
20260410.600100 |
|
Pumpman, Inc. |
32300125 |
$35,000 |
10160230.619800 |
|
AM PM Door, Inc. |
31900127 |
$65,000 |
10160230.619800 |
|
Schindler Elevator Corporation |
31900268M |
$40,000 |
10160230.619800 |
|
Siemens Industry, Inc. |
31300283 |
$50,000 |
10160230.619800 |
|
Duthie Power Services |
32000150 |
$15,000 |
10160240.619800 |
|
Duke’s Root Control, Inc. |
31900303 |
$50,000 |
20460300.600200 |
|
Commercial Door of LA County, Inc. |
32000184 |
$40,000 |
10160230.619800 |
|
Grundfos CBS, Inc. |
32200098 |
$50,000 |
10160230.619800 |
ATTACHMENTS
None
MOTIONS
That the City Council:
1. Approve the amendments to existing on-call agreements with AZ Construction, DBA Ace Fence, Fleming Environmental, Ron’s Maintenance, Pumpman Inc., Safety Research Consultants Inc., AM PM Door, Inc., Schindler Elevator Corporation, Siemens Industry, Inc., Duthie Power Services, Duke’s Root Control, Inc., Commercial Door of LA County, Inc., and Grundfos CBS, Inc. for various maintenance services, to extend the term of each Agreement through June 30, 2024 and increase the aggregate not-to-exceed amount by an additional $504,000 for all agreements combined;
2. Authorize the City Attorney to review/prepare the necessary documents; and
3. Authorize the City Manager to execute such documents on behalf of the City.