200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5176
Fax: (714) 765-5161
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: APRIL 26, 2022
FROM: DEPARTMENT OF PUBLIC WORKS
SUBJECT: AWARD OF MASTER AGREEMENTS FOR FACILITY
MAINTENANCE, REPAIR, REPLACEMENT, AND IMMEDIATE
RESPONSE SERVICES
ATTACHMENT (Y/N): YES ITEM # 11
RECOMMENDATION:
That the City Council, by Motion:
1) Determine that the projects to be performed under the attached Master Agreement shall be categorically exempt under the California Environmental Quality Act (CEQA), Sections 15302, 15303, and/or 15304 of Title 14 of the California Code of Regulations;
2) Approve the Master Agreement for Maintenance, Repair, Replacement, and Immediate Response Services (Master Agreement) between the City of Anaheim (City) and contractors pre-qualified by the City for a four-year period with an option for two (2) two-year extensions, and approve a not-to-exceed amount of $1,000,000 per work order package or request for immediate response services, with a cumulative value per contractor per fiscal year not to exceed $2,000,000, excluding change orders;
3) Authorize the Director of Public Works or designee, on behalf of the City, to execute the Master Agreement with the 47 contractors listed on Attachment 2 and such other contractors pre-qualified by the City in the future, during the term of the Master Agreement;
4) Authorize the Director of Public Works or designee, on behalf of the City, to take any and all actions as are necessary to implement and administer the Master Agreement, including any extensions; and
5) Authorize de minimis changes that do not substantially change the terms and conditions of the Master Agreement, as determined by the City Attorney.
DISCUSSION:
The Department of Public Works is seeking to contract with pre-qualified contractors to assist with the operation and maintenance of city facilities. Public Works utilizes these qualified construction contractors to support the department in field verification; inspection and monitoring; pre and post condition assessment; tenant improvements; “like Award of Master Agreement for Facility Maintenance, Repair, Replacement, and Immediate Response Services April 26, 2022
for like” equipment replacement; and interior and exterior facilities maintenance, repair, replacement, and immediate response services. This Master Agreement will support Public Works by expediting the contracting process vital to the efficient maintenance, repair, and restoration of damaged facility components. It will enable the managing of workloads by facilitating project delivery through the leveraging of all available resources. In addition, other significant benefits of contracting through the Master Agreement include:
Immediate Response Services These are emergency services that require an urgent response; those deemed urgent and necessary in nature in order to continue operations with minimal delays, impacts to life, safety, and health.
Day Response Services The services requiring immediate attention that have minimal impact to life, safety, and health, or the critical functionality of the affected City services but that should be attended to promptly to maintain a professional environment. Normal Response Services The services, which pose no clear and/or immediate emergency, and provide scheduling for full project assessment and development.
The current Master Agreement was approved by the City Council in July 2017 and is limited in the scope, expertise, and variety of contractors necessary to support facilities maintained by Public Works.
Pre-Qualification Process
All interested contractors were invited to complete a pre-qualification questionnaire and provide supplemental background information demonstrating their expertise, skills, and breadth of experience in dealing with projects such as those that will be required in this Agreement. The pre- qualification process is in line with the Public Contract Code Section 20101 and City staff utilized the questionnaire format developed by the California Department of Industrial Relations.
On February 16, 2022, the pre-qualification application package was advertised on the City’s electronic bidding system and 207 companies downloaded the package. Public Works received 47 qualification proposals; all were determined to meet the minimum pre-qualification requirements and are recommended for the Master Agreement.
Administrative Controls
A number of control measures are in place for the management of the Master Agreement. The work order packages will be advertised, awarded, and managed in conformance with the requirements of the Master Agreement.
Controls are in place to ensure that work order packages stay within the budgetary constraints.
The insurance and bonding contractual requirements of each contractor will be reviewed prior to the issuance of award to that contractor.
ENVIRONMENTAL DETERMINATION:
The projects to be undertaken under this Master Agreement will consist of replacements, repairs, and maintenance, which fall into the following CEQA Categorical Exemptions: Section 15302, Section 15303, and/or Section 15304 of Title 14 of the California Code of Regulations.
Award of Master Agreement for Facility Maintenance, Repair, Replacement, and Immediate Response Services April 26, 2022
IMPACT ON BUDGET:
Adequate funds are available in the Public Works Department’s Fiscal Year 2021/2022 Facility Maintenance Fund.
Respectfully submitted,
Rudy Emami
Director of Public Works
Attachments:
1. Master Agreement template
2. List of 2022-2026 Pre-Qualified Contractors