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CITY COUNCIL AGENDA REPORT
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: NOVEMBER 13, 2024
FROM: PUBLIC WORKS AND COMMUNITY SERVICES
DEPARTMENTS
SUBJECT: AWARD OF MASTER AGREEMENTS FOR PARK FACILITY
MAINTENANCE, DEMOLITION, REPAIR, REPLACEMENT
AND EMERGENCY RESPONSE SERVICES
ATTACHMENT (Y/N): YES ITEM # 07
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Master Agreement for Park Facility Maintenance, Demolition, Repair, Replacement and Emergency Response Services (Master Agreement) between the City of Anaheim (City) and contractors pre-qualified by the City for a five-year period with an option for two, two-year extensions, and approve a not-to-exceed amount of $1,000,000 per work order package or request for Emergency Response Services;
2) Authorize the Director of Community Services, or designee, on behalf of the City, to execute the Master Agreements with Academy Electric, Inc., Carmody Construction Company, Evolution Landscaping, Inc., PALP, Inc. dba Excel Paving Company, Hardy & Harper, Inc., Leighton Consulting, Inc., New Dimension General Construction, Inc., RAMCO General Engineering Contractors, Inc., and such other pre-qualified contractors as may be pre- qualified during the term of the Master Agreement; and to take such actions as are necessary to implement and administer the Master Agreements, including any extensions;
3) Determine that the projects to be performed under the attached Master Agreement shall be categorically exempt under the California Environmental Quality Act (CEQA), Sections 15301, 15302, 15303, and/or 15304 of Title 14 of the California Code of Regulations; and
4) Authorize de minimis changes that do not substantially change the terms and conditions of the Master Agreement, as determined by the City Attorney’s Office.
Award of Master Agreement for Park Facility Maintenance, Demolition, Repair, Replacement and Emergency Response Services November 13, 2024
DISCUSSION:
The Public Works Department (PW) and Community Services Department (CS) are recommending that the City award Master Agreements to the list of responsive and qualified contractors in Attachment 2 to provide a variety of services for projects which fall outside the Community Services Department’s routine maintenance activities. Projects are limited to; replacement in kind and/or repair of fitness stations, benches, sport courts, etc.; repair and/or restoration of damaged and/or aged irrigation systems; minor concrete / asphalt work; replacement in kind of park amenities including playground(s); and repair and/or replacement in kind of park features including pergolas, seat walls, etc. These services are necessary to support CS’s efforts to effectively and efficiently implement park facility maintenance, demolition, repair, replacement, and emergency response services at various locations. Pre-qualifying contractors will improve project efficiencies and compress schedules by expediting lengthy efforts associated with standard bidding, procurement, and contracting processes. The Master Agreement is limited in the scope, expertise, and variety of contractors necessary to support facilities and amenities.
Other benefits of contracting through a Master Agreement include:
Emergency Response Services: These are services that the City deems urgent, necessary, and emergency in nature in order to continue operations with minimal delays, impacts to life, safety, and health that require urgency and an immediate response within a two-hour period from the Pre-Qualified Contractor(s) such as an electrical system failure.
Day Response Services: Services that the City requires immediate attention from the Pre-Qualified Contractor(s) within a 24-hour period. These services are deemed critical; however, they have minimal impact to life, safety, health, criticality, and functionality of the City's services as an irrigation mainline break. Normal Response Services: Services that the City determines to be critical; however, they do not pose a clear or immediate threat and provide ample time to develop a Request for Work Order Proposal (RFWOP), which provides more direction to the Pre- Qualified Contractor(s).
Attached for approval is the Master Agreement template. Under the Terms of the Agreement, contractors will be asked to submit project-specific proposals when services are needed. The maximum contract amount per Work Order Package or Request for Emergency Response Services will be $1,000,000, with each contractor limited to a maximum of four open Work Order Packages or Requests at any given time. These limits are based on past projects, scope of upcoming projects, and the level of services required. The Agreement term is for five years with an option for two, two-year extensions.
The pre-qualified contractors will assist CS in carrying out non-routine maintenance projects associated with parks and recreation and library facilities. The Master Agreement will allow CS to respond and address maintenance concerns in a prompt and efficient manner to ensure the usability and safety of its facilities. If deemed applicable for a project or as may be required in a Work Order Package, the Contractor agrees to comply with the Community Workforce Agreement (“CWA”) and, if there is conflict between this Agreement and the CWA, the Contractor agrees to comply with the terms of the CWA. The Contractor shall require each of its subcontractors, of whatever tier, to be bound by the terms of the CWA.
Award of Master Agreement for Park Facility Maintenance, Demolition, Repair, Replacement and Emergency Response Services November 13, 2024
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 that will be required through this Agreement. The pre-qualification process is in line with the Public Contract Code Section 20101 and PW and CS staff utilized the questionnaire format developed by the California Department of Industrial Relations.
On April 11, 2024, the pre-qualification application package was advertised on the City’s electronic bidding system (PlanetBids) and 92 companies downloaded at least one of the pre- qualification package documents. CS received 15 qualification proposals which staff thoroughly reviewed. It was determined that 8 out of the 15 companies who submitted proposals displayed a thorough understanding of the scope of work, exhibited appropriate qualifications, provided all the required documentation, and demonstrated success on relevant work previously performed (Academy Electric, Inc., Carmody Construction Company, Evolution Landscaping, Inc., PALP, Inc. dba Excel Paving Company, Hardy & Harper, Inc., Leighton Consulting, Inc., New Dimension General Construction, Inc., RAMCO General Engineering Contractors, Inc.). Each of the eight companies who are deemed “qualified” were determined to meet the minimum qualification requirements and are recommended for the Master Agreement.
ENVIRONMENTAL DETERMINATION:
The projects to be undertaken under this Master Agreement will consist of replacements or reconstruction, repairs, conversion, and maintenance of existing facilities which fall into the following CEQA Categorical Exemptions: Section 15301, Section 15302, Section 15303, and/or Section 15304 of Title 14 of the California Code of Regulations.
This item is in line with the City’s Strategic Plan Goal C Invest in Infrastructure and Amenities, Strategy 13 – Address deferred and ongoing maintenance needs.
IMPACT ON BUDGET:
There is no budgetary impact as a result of pre-qualifying the contractors in the Master Agreement. Projects ultimately awarded through the Master Agreement will be based on funds available in the Community Services Department’s budget for each relevant fiscal year.
Respectfully submitted, Concurred by,
Rudy Emami Sjany Larson-Cash
Director of Public Works Director of Community Services Attachments:
1. Master Agreement Template
2. List of Pre-Qualified Contractors