Fremont City Council Meeting: 12/17/24 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5321) DOC ID: 5321
Updated: 12/12/2024 9:00 AM by Dina Lewis Page 1
MAINTENANCE SERVICE AGREEMENT FOR ON-CALL GROUND LEVEL FIRE BREAK SERVICES - Authorize the City Manager, or Her Designee, to Execute a Maintenance Service Agreement with Imhof Tractor Services Inc. In an Amount Not to Exceed $1,381,407.81
Contact Persons:
Name: Juan Barajas Kelly King
Title: Parks Superintendent Maintenance Operations Director Div/Dept: Maintenance Operations Maintenance Operations Phone: 510-979-5780 510-979-5753
E-Mail: [email protected] [email protected]
Executive Summary: This report requests approval for on-call fire break services to reduce risks and improve safety in undeveloped parkland and open spaces managed by the City. This work will meet local wildfire safety regulations and protect the community and surrounding infrastructure.
BACKGROUND: Since fiscal year 2019/20, the adopted operating budget has included annual funding for fire break maintenance services throughout the City. These services address potential fire risks by performing tasks such as disking, blading, mowing, cutting, clearing landscape debris, and ground tree work. Fire breaks are maintained on City-owned and managed properties, including backup lots, open spaces, undeveloped parkland, rural roadways, and undeveloped City-owned parcels. These efforts support proactive annual fire prevention measures to ensure community safety.
The current agreement for fire break maintenance services will expire on June 30, 2025, necessitating the procurement of a new agreement to ensure uninterrupted service s.
DISCUSSION/ANALYSIS: On September 25, 2024, the City issued a Request for Proposals (RFP #25-014) for On-Call Fire Break Maintenance Services. The RFP solicitation period remained open through October 22, 2024, seeking qualified contractors to provide critical fire prevention maintenance services.
Following a thorough evaluation process, the City issued a notice of intent to award the contract to Imhof Tractor Services Inc. on November 12, 2024. Imhof Tractor Services Inc. was identified as the most qualified bidder, offering the most competitive rates while meeting all service and performance criteria outlined in the RFP.
Staff recommends approving a 5-year service agreement with Imhof Tractor Services Inc. for fire break maintenance services. The new agreement will begin on July 1, 2025, and will end on June 30, 2030. The agreement will have an initial annual not-to-exceed value of $250,000 with a built-in annual inflator of up to 5%. Over the 5-year term, the total contract value would not exceed $1,381,407.81. Approval of this agreement will ensure continued proactive fire prevention measures across City properties.
Council Staff Report (ID # 5321) Meeting of December 17, 2024 Updated: 12/12/2024 9:00 AM by Dina Lewis Page 2
FISCAL IMPACT: All city costs associated with this agreement are contained in the Department’s operating budget, adopted through the annual budget process.
ENVIRONMENTAL REVIEW: Approval of the maintenance agreement and the anticipated maintenance work are exempt from review under the California Environmental Quality Act (CEQA) under (1) CEQA guidelines section 15061(b)(3) because any environmental impacts associated with any specific maintenance activities are speculative at this time, and it is anticipated that compliance with Fremont Municipal Code Chapter 18.218 (standard Development Requirements) will be sufficient to avoid such impacts, and (2) CEQA Guidelines Section 15301 for "Existing Facilities" in that it involves landscape related maintenance or minor alteration of existing facilities involving negligible or no expansion of existing or former use. None of the exceptions to the categorical exemptions outlined in CEQA Guidelines section 15300.2 applies to the Project. Each of the foregoing provides a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Award a maintenance service agreement for on-call ground-level fire break services and authorize the City Manager, or her designee, to execute an agreement with Imhof Tractor Services Inc., commencing on July 1, 2025, and continuing through June 30, 2030, for a total not-to-exceed amount of $1,381,407.81.