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CC - CONSENT ITEM: Approval of an Agreement with Ace Fencing, in an Amount Not-to-Exceed $57,000 for Fencing Services on City-Owned Property at 3860 and 3900 Sepulveda Boulevard (Project Homekey).
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Meeting Date: May 22, 2023
Contact Person/Dept: Elaine Warner / Office of Cultural and Economic Development
Tevis Barnes/ Housing and Human Services Department
Phone Number: (310) 253-5777
(310) 253-5782
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (5/18/23)
Department Approval: Jesse Mays, Assistant City Manager (5/16/23)
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RECOMMENDATION
Staff recommends the City Council approve an agreement with Ace Fencing in an amount not-to-exceed $57,000 for fencing services on City-owned property at 3860 and 3900 Sepulveda Boulevard.
BACKGROUND
The City of Culver City acquired two motel structures, one at 3868 Sepulveda Blvd. (Deano’s Motel), and an adjoining facility at 3900 Sepulveda Blvd. (Sunburst Spa and Suites), both located in the City of Culver City, for reuse as interim and permanent supportive housing as part of Project Homekey. Construction on the project was initiated in October 2023 and work on the building envelope is anticipated to be complete within the next four weeks. While both properties have rear gates in the back of the property that can be re-used, both sites are open on the Sepulveda Boulevard side and require permanent fencing to support site operations.
DISCUSSION
An allowance for fencing was included in the General Contractor’s scope of work. However, the City’s construction management consultant recommends the City not use the General Contractor to install the fence, but instead complete a direct agreement with a separate fencing vendor. Ace Fencing is a preferred on-call City vendor and previously provided temporary fencing for both Homekey sites. Staff recommends that the City approve an agreement for the provision of permanent gates at both Project Homekey locations.
The additional scope provides for an eight-foot powder coated wrought iron fence along both property frontages featuring a 20’ drive access gate as well as a four-foot pedestrian gate.
On January 9, 2023, City Council adopted a resolution ratifying the Proclamation of Local Emergency on Homelessness by the Director of Emergency Services of the City of Culver City, California issued by the City Manager on January 3, 2023. Culver City Municipal Code (CCMC) Sections 3.07.060.B and 3.09.040 enable the City to purchase equipment, goods, supplies and services made in connection with emergency activities in the event of a locally declared emergency without following the bidding procedures otherwise required by the CCMC. The City is exercising its authority under the Homeless Emergency declared on January 3, 2023 to waive formal procurement procedures to secure the services of Ace Fencing.
FISCAL ANALYSIS
The Revised Budget for Fiscal Year 2022-2023 includes funding in the amount of $343,000 in Project Homekey operating accounts. Since operations at the motels will not begin until next fiscal year, this operational funding will not be needed in the current year and can be reallocated to Interim Housing - Deano’s (CIP No. PF034) and Permanent Housing - Sunburst (CIP No. PF035) to pay for this $57,000 contract.
The allowance for fencing in the General Contractor’s contract is approximately $125,000. This amount will be a deductive change order to remove the fencing scope of work from the contract. However, there are several other change orders currently in process for the General Contractor that will likely absorb this credited amount for the fencing.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an agreement with Ace Fencing in an amount not-to-exceed $57,000 for fencing services on City-owned property at 3860 and 3900 Sepulveda Boulevard.
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.