Fremont City Council Meeting: 07/18/23 07:00 PM
3300 Capitol Avenue Div/Dept: City Clerk's Office
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4926) DOC ID: 4926
Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 1
DELEGATION OF AUTHORITY TO CITY MANAGER DURING COUNCIL RECESS - Adopt a Resolution Delegating Authority to City Manager during City Council Recess, July 19, 2023 through September 4, 2023
Contact Persons:
Name: Susan Gauthier Allen DeMers
Title: City Clerk Assistant to the City Manager
Div/Dept: City Clerk's Office City Manager's Office
Phone: 510-284-4076 510-494-4651
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to notify the City Council of administrative matters potentially requiring action during the Council recess between July 19, 2023 and September 4, 2023. The City Council is being asked to delegate authority to the City Manager or designee to approve contracts and other administrative matters required to be approved during the City Council’s scheduled recess. Actions taken during this period will be reported out to Council at the first Council meeting following the Council recess, which is scheduled for September 5, 2023.
BACKGROUND: Fremont Municipal Code Sections 2.10.080(p) and 3.20.070(b)(2) provide procedures by which the City Council may delegate authority to the City Manager to approve contracts and other administrative matters required to be approved during the City Council’s scheduled recess. A report of actions taken will be provided to the City Council the first scheduled meeting after the recess. The following items have been identified as potentially requiring action during the recess:
1. Title: Central Park Pathways Renovation
Staff Contact: Connie Chao, Landscape Designer II, 510-494-4742 Name of Contracting Party: TBD
Budgeted Amount: $489,880
Fund/Account Code: PWC9004- Fund 525, 533, and 540; PWC9028 - Fund 540; PWC8501
Recommended Action: Authorize the City Manager or designee to approve the plans and specifications for the Central Park
Pathways Renovation Project; and accept the bid,
award a construction contract with the lowest
responsive and responsible bidder. Lowest
responsive and responsible bidder is TBD.
2. Title: Pickleball Conversion at Central Park Knoll
Staff Contact: Rico Lardizabal, Associate Landscape Architect, 510- 494-4743
Name of Contracting Party: To be determined after bid opening date anticipated in August 2023
Budgeted Amount: $520,000
Fund/Account Code: PWC9067-540-6106
Council Staff Report (ID # 4926) Meeting of July 18, 2023 Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 2 Recommended Action: Authorize the City Manager or designee to approve Plans and Specifications, accept, award and execute
the construction contract with the lowest responsible
bidder for the Pickleball Conversion at Central Park
Knoll Project in the amount of $520,000.
3. Title: Central Park Cricket Field Shades
Staff Contact: Eva Lee, Landscape Designer II, 510-494-4776 Name of Contracting Party: TBD
Budgeted Amount: $120,000
Fund/Account Code: PWC9001-540-6106
Recommended Action: Authorize the City Manager or designee to approve Plans and Specifications, accept, award and execute
the construction contract with the lowest responsible
bidder for the Central Park Cricket Field Shades
Project in the amount of $120,000.
4. Title: Senior Center Trash Enclosure
Staff Contact: Eva Lee, Landscape Designer II, 510-494-4776 Name of Contracting Party: TBD
Budgeted Amount: $205,000
Fund/Account Code: PWC8936-502-6106
Recommended Action: Authorize the City Manager or designee to approve Plans and Specifications, accept, award and execute
the construction contract with the lowest responsible
bidder for the Senior Center Trash Enclosure Project
in the amount of $205,000.
5. Title: Acceptance of BSCC Officer Wellness and Mental Health Grant
Staff Contact: Deirdre Ramsey, Business Services Manager, 510- 790-6991, John Harnett, Captain, 510-790-6705
Name of Contracting Party: Board of State and Community Corrections (BSCC) Budgeted Amount: $117,949.89
Fund/Account Code: 193.21100.3649
Recommended Action: Authorize the City Manager or designee to accept the grant from the BSCC in the amount not to exceed
$117,949.89
6. Title: Approval of service agreement with All City
Management Services for Adult Crossing Guards for
a three-year amount not to exceed $1,381,309.00
effective August 1, 2023 through July 31, 2026.
Staff Contact: Deirdre Ramsey, Business Services Manager, 510- 790-6991, John Harnett – Captain, 510-790-6705
Name of Contracting Party: All City Management Services, LLC Budgeted Amount: $1,381,309.00
Fund/Account Code: 001.21240.6106
Recommended Action: Authorize the City Manager or designee to enter an agreement with All City Management Services, LLC in
Council Staff Report (ID # 4926) Meeting of July 18, 2023 Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 3 the amount not to exceed $1,381,309.00 Effective
August 1, 2023 through July 31, 2026.
7. Title: Crossing Guard MOU
Staff Contact: John Hartnett, Captain, 510-790-6705,
Sean Washington, Police Chief, 510-790-6969
Name of Contracting Party: Fremont Unified School District Budgeted Amount: $478,679.83 (FUSD share over three years) Fund/Account Code: 001.21240.6106
Recommended Action: Authorize the City Manager or designee to enter into a Memo of Understanding with the Fremont Unified
School District for the cost-sharing of Crossing Guard
Program for FY2023/24 to FY2026/27
8. Title: Approval of Social Service Grant Agreement with Tri- City Volunteers
Staff Contact: Arquimides Caldera, Deputy Human Services Director, 510-574-2056
Name of Contracting Party: Tri-City Volunteers
Budgeted Amount: $139,000
Fund/Account Code: 102.53140
Recommended Action: Authorize the City Manager or designee to enter into an agreement with Tri-City Volunteers, in an amount
not to exceed $139,000, effective July 1, 2023
through June 30, 2024,
9. Title: Approval of Social Service Grant Agreement with Abode Services
Staff Contact: Arquimides Caldera, Deputy Human Services Director, 510-574-2056
Name of Contracting Party: Abode Services
Budgeted Amount: $157,000
Fund/Account Code: 102.53140
Recommended Action: Authorize the City Manager or designee to enter into an agreement with Abode Services, in an amount not
to exceed $157,000, effective July 1, 2023 through
June 30, 2024,
10. Title: Approval of Health Care Services Agency Grant for Health Promotion
Staff Contact: Karen Grimsich, Administrator Human Services Department, 510-574-2062
Name of Contracting Party: Health Care Services
Budgeted Amount: $199,245
Fund/Account Code: 104.53310
Recommended Action: Authorize the City Manager or designee to enter into an agreement with Health Care Services Agency,
in an amount not to exceed $199,245, effective
July 1, 2023 through June 30, 2024.
Council Staff Report (ID # 4926) Meeting of July 18, 2023 Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 4
11. Title: FY 23/24 Fremont Unified School District Task Order Staff Contact: Annie Bailey, Youth and Family Services Division Administrator, 510-574-2111
Name of Contracting Party Fremont Unified School District Budgeted Amount: $40,000
Fund/Account Code: 102.53410
Recommended Action: Authorize the City Manager or designee to enter into a Task Order with Fremont Unified School District in
an amount not to exceed $40,000 for Youth and
Family Services Division to provide School-Based
Mental Health Counseling; Why Try Cognitive
Behavioral Groups as an Alternative to Suspension
Program for At-Promise (At-Risk Youth); Substance
Use Disorder Treatment Services for Adolescents at
Robertson and Kennedy High Schools; and the
Family Resource Center Division to provide Family
Support Services (Case Management) for the
2023-2024 school year (August 16, 2023 through
May 31, 2024).
12. Title: FY 2023/24 Task Orders with the City of Newark Staff Contact: Shawn Fong, Management Analyst II, 510-574-2033 Name of Contracting Party: City of Newark
Budgeted Amount: $298,052
Fund/Account Code: 176.53520 (Paratransit) & 102.53210 (Case Management)
Recommended Action: 1. Authorize the City Manager or designee to execute a task order to the existing Joint Powers Agreement
with the City of Newark for the provision of
FY 2023/24 case management services, in the
amount of $5,000.
2. Authorize the City Manager or designee to execute
a task order to the existing Joint Powers Agreement
with the City of Newark for the provision of
FY 2023/24 paratransit services, in the amount
not to exceed $293,052.
13. Title: Approval of Amendment #1 to Service Agreement with GoGo Technologies, Inc.
Staff Contact: Shawn Fong, Management Analyst II, 510-574-2033 Name of Contracting Party: GoGo Technologies, Inc.
Budgeted Amount: $75,000 for FY 2023/24
Fund/Account Code: 252.53510 (Paratransit)
Recommended Action: Authorize the City Manager or designee to amend the Service Agreement with GoGo Technologies, Inc.
to increase the annual not to exceed amount to
$75,000 for FY 2023/24 and $75,000 for FY
2024/25.
Council Staff Report (ID # 4926) Meeting of July 18, 2023 Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 5
14. Title: Tyler Munis Financial Management System Software Support
Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Tyler Technologies, Inc.
Budgeted Amount: $215,183.36
Fund/Account Code: 620.17021
Recommended Action: Authorize the City Manager or designee to issue a purchase order to Tyler Technologies, Inc., in the
amount of $215,183.36, to execute implementing
documents for the annual software support for the
Tyler Munis financial management system and
include the Tyler Cashiering system for one-year
effective August 26,2023 through August 25, 2024.;
Authorize the City Manager or designee to renew the
annual software support and services for the Tyler
Munis financial management system and Tyler
Cashiering system for two additional one-year
periods in an amount not to exceed a seven percent
(7%) increase over the prior year’s costs.
15. Title: Oracle Databases Maintenance Support Renewal Staff Contact: Sanford Taylor, IT Services Director, 510-494-4802 Name of Contracting Party: Oracle America, Inc.
Budgeted Amount: $354,584.86
Fund/Account Code: 620.17020
Recommended Action: Authorize the City Manager or designee to increase an existing agreement with Oracle America, Inc. by
the amount of $164,628.59 for the annual software
support and maintenance for Oracle Databases, for a
total amount of $354,584.66.
16. Title: Old Canyon Road Bridge Slope Repair Project
(PWC8120-H)
Staff Contact: Edelzar Garcia, Associate Civil Engineer, 510-494- 4781
Name of Contracting Party: TBD
Budgeted Amount: $150,000
Fund/Account Code: PWC8120-136-6106
Recommended Action: Authorize the City Manager or designee to approve the Plans and Specifications and accept, award and
execute the construction contract to the lowest
responsive and responsible bidder for the Old
Canyon Road Bridge Slope Repair Project (PWC8120-
H) in an amount not to exceed $150,000.
17. Title: Amendment to extend Portable Services Agreement with American Portables three months and increase
the contract not-to-exceed from $94,480 to
$108,480
Council Staff Report (ID # 4926) Meeting of July 18, 2023 Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 6 Staff Contact: Kathy Cote, Environmental Services Manager, 510- 494-4583
Name of Contracting Party: American Portables
Budgeted Amount: $108,480
Fund/Account Code: 115.61092
Recommended Action: Authorize the City Manager or designee to execute an amendment to extend the existing agreement
with American Portables for rental and maintenance
servicing of portable restrooms and handwashing
stations at various homeless encampment and
vehicle habitation sites. This would in ensure
continuation of services while the City completes an
RFP process for future services. Staff is
recommending extending the agreement three
months through September 30, 2023 and increasing
the contract amount from $94,480 to $108,480.
ATTACHMENTS:
• DRAFT Resolution
RECOMMENDATION: Adopt a resolution authorizing the City Manager or designee to take the following actions, as necessary, during the City Council recess period:
1. Authorize the City Manager or designee to approve the plans and specifications for the Central Park Pathways Renovation Project; and accept the bid, award a construction contract with the lowest responsive and responsible bidder. Lowest responsive and responsible bidder is to be determined.
2. Authorize the City Manager or designee to approve Plans and Specifications, accept, award and execute the construction contract with the lowest responsible bidder for the Pickleball Conversion at Central Park Knoll Project in the amount of $520,000.
3. Authorize the City Manager or designee to approve Plans and Specifications, accept, award and execute the construction contract with the lowest responsible bidder for the Central Park Cricket Field Shades Project in the amount of $120,000.
4. Authorize the City Manager or designee to approve Plans and Specifications, accept, award and execute the construction contract with the lowest responsible bidder for the Senior Center Trash Enclosure Project in the amount of $205,000.
5. Authorize the City Manager or designee to accept the grant from the BSCC in the amount not to exceed $117,949.89.
6. Authorize the City Manager or designee to enter an agreement with All City Management Services, LLC in the amount not to exceed $1,381,309 Effective August 1, 2023, through July 31, 2026.
7. Authorize the City Manager or designee to enter into a Memo of Understanding with the Fremont Unified School District for the cost-sharing of the Crossing Guard Program for FY 2023/24 through FY 2026/27.
8. Authorize the City Manager or designee to enter into an agreement with Tri-City Volunteers, in an amount not to exceed $139,000, effective July 1, 2023, through June 30, 2024.
Council Staff Report (ID # 4926) Meeting of July 18, 2023 Updated: 7/11/2023 8:35 AM by Alberto Quintanilla Page 7
9. Authorize the City Manager or designee to enter into an agreement with Abode Services, in an amount not to exceed $157,000, effective July 1, 2023, through June 30, 2024.
10. Authorize the City Manager or designee to enter into an agreement with Health Care Services Agency, in an amount not to exceed $199,245, effective July 1, 2023, through June 30, 2024.
11. Authorize the City Manager or designee to enter into a Task Order with Fremont Unified School District in an amount not to exceed $40,000 for Youth and Family Services Division to provide School-Based Mental Health Counseling; Why Try Cognitive Behavioral Groups as an Alternative to Suspension Program for At-Promise (At-Risk Youth); Substance Use Disorder Treatment Services for Adolescents at Robertson and Kennedy High Schools; and the Family Resource Center Division to provide Family Support Services (Case Management) for the 2023-2024 school year (August 16, 2023 through May 31, 2024).
12. a. Authorize the City Manager or designee to execute a task order to the existing Joint Powers Agreement with the City of Newark for the provision of FY 2023/24 case management services, in the amount of $5,000.
b. Authorize the City Manager or designee to execute a task order to the existing Joint Powers Agreement with the City of Newark for the provision of FY 2023/24 paratransit services, in the amount not to exceed $293,052.
13. Authorize the City Manager or designee to amend the Service Agreement with GoGo Technologies, Inc. to increase the annual not to exceed amount to $75,000 for FY 2023/24 and $75,000 for FY 2024/25.
14. a. Authorize the City Manager or designee to issue a purchase order to Tyler Technologies, Inc., in the amount of $215,183.36, to execute implementing documents for the annual software support for the Tyler Munis financial management system and include the Tyler Cashiering system for one-year effective August 26, 2023, through August 25, 2024.
b. Authorize the City Manager or designee to renew the annual software support and services for the Tyler Munis financial management system and Tyler Cashiering system for two additional one-year periods in an amount not to exceed a seven percent increase over the prior year’s costs.
15. Authorize the City Manager or designee to increase an existing agreement with Oracle America, Inc. by the amount of $164,628.59 for the annual software support and maintenance for Oracle Databases, for a total amount of $354,584.66.
16. Authorize the City Manager or designee to approve the Plans and Specifications and accept, award and execute the construction contract to the lowest responsive and responsible bidder for the Old Canyon Road Bridge Slope Repair Project (PWC8120-H) in an amount not to exceed $150,000.
17. Authorize the City Manager or designee to execute an amendment to extend the existing agreement with American Portables for rental and maintenance servicing of portable restrooms and handwashing stations at various homeless encampment and vehicle habitation sites for three months through September 30, 2023, and increasing the contract amount from $94,480 to $108,480.