Total cost to purchase the four Police Department Administrative utility vehicles is $215,746.19. The amount is budgeted and will be paid from the Fleet Management Fund.
The surplus equipment will be sold at public auction, and proceeds will be recorded in the Fleet Management Fund. There is no impact to the General Fund.
ATTACHMENT(S):
1. National Auto Fleet Group quote 3 Admin utility vehicles
2. National Auto Fleet Group quote 1 Admin utility vehicle
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Item 82/2024
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: William E. Murray
Dept:
City Manager Dept: Public Works
Date: 4/23/2024
Subject: Authorization of the issuance of a purchase order for Bid No. S-1323 to Ferguson Waterworks for the purchase of various water pipeline materials. (Cost: $200,000) (Action Item)
OBJECTIVE
For the City Council to authorize the Finance Director to issue a purchase order under Bid No. S-1323 to Ferguson Waterworks for the purchase of various water pipeline materials on an as-needed basis for the repair and maintenance of the City’s water system.
BACKGROUND
The Water Services Division has an extensive water delivery system that requires routine maintenance and repairs. Supply chain issues, raw material shortages, labor shortages and transportation challenges has resulted in a greater need for staff to maintain an inventory on hand to respond to emergencies and sustain the City’s water system.
DISCUSSION
On February 29, 2024, Bid No. S-1323 was advertised and posted on the Planet Bids on-line bidding system. Three (3) bids were received and opened on April 1, 2024. The bid results are as follows:
Ferguson Waterworks $38,903.67
United Water Works Inc. $39,879.55
Core & Main LLC $44,225.87
The bid process involved bidding out 185 most commonly used parts and were compared on the total sum of unit prices for parts. Staff has examined the bids received and determined the lowest responsive bidder was Ferguson Waterworks. Staff recommends issuing a blanket purchase order in the amount of $200,000 per fiscal year with an annual renewal option for up to five years to Ferguson Waterworks. This will allow the Public Works Water Services Division to purchase necessary parts on an as-needed basis from Ferguson without going to bid with each purchase, which improves efficiency and prevents interruptions to the day-to-day operations of the department services.
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FINANCIAL IMPACT
Annual purchases of parts and materials for water pipeline repairs and maintenance will not exceed $200,000. The cost for these purchases are included in the City’s adopted FY 2023- 25 water enterprise operating budget. There is no impact to the General Fund.
RECOMMENDATION
It is recommended that the City Council:
Authorize the Finance Director to issue a blanket purchase order in the amount of $200,000 per fiscal year with an annual renewal option for up to five years, to Ferguson Waterworks for the purchase of various water pipeline materials on an as-needed basis for the repair and maintenance of the City’s water system.
By: Samuel Kim, P.E, Deputy Public Works Director/Water Services Manager
ATTACHMENT:
Bids and Summary
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Item 79/2024
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Niki Wetzel
Dept:
City Manager Dept: Community Development
Date: April 23, 2024
Subject: Approval of Amendment No. 5 to the agreement with The Code Group, Inc., and approval of Amendment No. 2 to the agreement with Willdan Engineering for on-call Building Contractual Services. (Cost: $250,000 each contract) (Action Item)
OBJECTIVE
For the City Council to approve Amendment No. 5 to the agreement with The Code Group, Inc. (VCA) for on-call Building Contractual Services and Amendment No. 2 to the agreement with Willdan Engineering for on-call Building Contractual Services to increase the compensation amount for each agreement.
BACKGROUND
The Community Development Department (CDD) utilizes third party services to supplement in-house staff or to fill temporary vacancies with contractual staff on an “as- needed” basis. The intent is to achieve acceptable turnaround time and maintain expected levels of customer service. CDD currently uses Willdan Engineering for building inspection services and VCA for building inspection, building permit counter, and code enforcement services. A contract with Willdan Engineering for $250,000 was approved on November 14, 2023, and the City Council authorized an Amendment No. 4 to the contract budget for VCA ($250,000) on October 24, 2023.
DISCUSSION
Staff has utilized contract budget to staff building inspector and other vacant positions as recruitments have been conducted. Despite a recent recruitment, CDD was unable to identify qualified individuals to fill building inspector vacancies. Willdan Engineering and VCA currently have qualified contractual staff available to efficiently mitigate the City’s service needs while an additional building inspector recruitment is conducted. Staff is currently utilizing these firms to fill vacancies, but the existing contract budget will be expended before the anticipated time that vacancies can be filled. As such, staff requests an increase in compensation to each contract during the current contract term to fill existing staff vacancies and maintain acceptable service levels.
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FINANCIAL IMPACT
Amendment No. 5 for VCA and No. 2 for Willdan Engineering will authorize an additional $250,000 to each of the contracts for each service provider. Funds will only be expended as necessary. The additional contract amount would be offset by the salary savings from temporary vacant positions as well as fees paid for building inspections and building permits as collected from applicants.
RECOMMENDATION
It is recommended that the City Council:
Approve Amendment No. 5 to the agreement for on-call Building Contractual Services with The Code Group, Inc. to increase the compensation in the amount of $250,000;
Approve Amendment No. 2 to the agreement for on-call Building Contractual Services with Willdan Engineering to increase the compensation in the amount of $250,000;
Authorize the City Manager, or her designees, to execute Amendment No. 5 with The Code Group Inc., and make minor modifications as appropriate thereto, on behalf of the City;
Authorize the City Manager, or her designees, to execute Amendment No. 2 with Willdan Engineering, and make minor modifications as appropriate thereto, on behalf of the City;
Authorize the City Manager, or her designees, to exercise option year amendment terms, for the current year and available three (3) option years to the agreement for on-call Building Contractual Services with Willdan Engineering; and
Authorize the City Manager, or her designees, to exercise option year amendment terms, for the current year and available two (2) option years to the agreement for on-call Building Contractual Services with The Code Group, Inc.
ATTACHMENTS:
1. Amendment No. 5 – VCA
2. Amendment No. 2 - Willdan
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1 CITY OF GARDEN GROVE
AMENDMENT NO. 5
This Amendment No. 5 is made and entered into this ________ of ________, 2023, by and between the CITY OF GARDEN GROVE , hereinafter referred to as "CITY", and THE CODE GROUP, INC. dba VCA CODE hereinafter referred to as "CONTRACTOR".
WHEREAS, CONTRACTOR an d CITY entered into Contract No. B220209, dated September 28, 2021 for On-Call Building and Planning Contractual Services, as needed (the “Existing Contract”).
WHEREAS, CONTRACTOR and CITY desire to amend the Existing Contract as provided herein.
Now, therefore, it is mutually agreed, by and between the parties as follows:
Section 3.1., COMPENSATION - shall be amended as follows:
Contractor shall be compensated in accordance with the Rate and Services Structure set forth in Attachment “A” of the Existing Contract. The contract price is hereby increased by Two-Hundred Fifty Thousand dollars and 00/100 cents ($250,000.00), for a total not to exceed compensation amount of $1,500,000.00 to cover increased services requested by CITY.
Except as expressly amended hereby, all of the terms and conditions in the Existing Contract remain in full force and effect as originally executed.
[SIGNATURE PAGE FOLLOWS]
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2 IN WITNESS WHEREOF, the parties have caused this Amendme nt No. 5 to the Existing Contract to be executed by their respective officers duly authorized on the date first written above.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By: ____________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONTRACTOR"
THE CODE GROUP, Inc. dba VCA CODE
By: ______________________________
Name: ___________________________
Title: ____________________________
Date: ____________________________
If CONTRACTOR is a corporation, a
Corporate Resolution and/or
Corporate Seal are required. If a
partnership, Statement of
Partnership must be submitted to
CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
________________________
Date
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1 CITY OF GARDEN GROVE
AMENDMENT NO. 2
This Amendment No. 2 is made and entered into this ________ of ________, 2023, by and between the CITY OF GARDEN GROVE , hereinafter referred to as "CITY", and WILLDAN ENGINEERING hereinafter referred to as "CONTRACTOR".
WHEREAS, CONTRACTOR an d CITY entered into Contract No. B230187, dated November 15, 2022 for Building Contractual Services, as needed (the “Existing Contract”).
WHEREAS, CONTRACTOR and CITY desire to amend the Existing Contract as provided herein.
Now, therefore, it is mutually agreed, by and between the parties as follows:
Section 3.1., COMPENSATION - shall be amended as follows:
Contractor shall be compensated in accordance with the Rate and Services Structure set forth in Exhibit/Attachment “A” of the Existing Contract. The contract price is hereby increased by Two-hundred, fifty thousand and 00/100 cents ($250,000.00), for a total not to exceed compensation amount of $750,000 to cover increased services requested by CITY.
Except as expressly amended hereby, all of the terms and conditions in the Existing Contract remain in full force and effect as originally executed.
[SIGNATURE PAGE FOLLOWS]
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2 IN WITNESS WHEREOF, the parties have caused this Amendment No. 2 to the Existing Contract to be executed by their respective officers duly authorized on the date first written above.
Date: _____________ "CITY"
CITY OF GARDEN GROVE
By: ____________________________
City Manager
ATTESTED:
____________________________
City Clerk
Date: _______________________
"CONTRACTOR"
WILLDAN ENGINEERING
By: ______________________________
Name: ___________________________
Title: ____________________________
Date: ____________________________
If CONTRACTOR is a corporation, a
Corporate Resolution and/or
Corporate Seal are required. If a
partnership, Statement of
Partnership must be submitted to
CITY.
APPROVED AS TO FORM:
____________________________
Garden Grove City Attorney
________________________
Date
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Item 84/2024
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: William E. Murray
Dept:
City Manager Dept: Public Works
Date: April 23, 2024
Subject: Approval of Amendment No. 1 to Cost Sharing Agreement with the Municipal Water District of Orange County for assistance with Field Verifications for the Water Service Line Inventory. (Cost: $226,336) (Action Item)
OBJECTIVE
To request that City Council approve Amendment No. 1 to the Cost Sharing Agreement with the Municipal Water District of Orange County (MWDOC) to assist the City in field verifications for the water service line inventory to comply with federal and state regulations.
BACKGROUND
In January 2021, the US Environmental Protection Agency (USEPA) published the Lead and Copper Rule Revisions (LCRR) requiring all water systems to complete a service line inventory specifying pipe material containing lead or non-lead. This service line inventory includes both agency-side and customer-side water service lines. If lead lines are found, a replacement plan must be developed. The initial inventory is due on October 16, 2024. The inventory will be submitted to the State Water Resources Control Board (SWRCB), who will be reviewing the plan and reporting back to USEPA on compliance efforts made by local agencies.
On January 23, 2024, the City entered into a cost sharing agreement with the Municipal Water District of Orange County’s (MWDOC) contractor, Hazen and Sawyer, to assist in the desktop analysis of records for establishing a water service line inventory of pipe materials for the city-owned service lines. This phase of the project has been completed. The next phase of the project is to complete visual field verifications of pipe materials for privately owned service lines.
DISCUSSION
Hazen and Sawyer coordinated with the SWRCB to obtain an approved method of selective sampling to reduce the amount of visual field verifications needed. A selective sampling of 2,003 unknown services lines will need to be identified by conducting a three-point field verification at the meter box (agency-side and customer-side service lines) and at the riser 240
Item 84/2024
immediately before the connection enters the building. The City’s cost in participating in this phase of the project will be $226,336.
FINANCIAL IMPACT
There is no impact to the General Fund. The City's share of the project cost is $226,336.
The cost is included in the City’s adopted FY 2023-25 Water Enterprise Fund budget.
RECOMMENDATION
It is recommended that the City Council:
Approve the attached Amendment No. 1 to the Cost Sharing Agreement with the Municipal Water District of Orange County to assist the City in field verifications for the water service line inventory to comply with federal and state regulations, in the amount of, not to exceed $226,336; and
Authorize the City Manager to execute the amendment agreement on behalf of the City and make minor modifications as appropriate thereto.
By: Samuel Kim, P.E., Deputy Public Works Director/Water Services Manager
ATTACHMENT:
Agreement
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55401.00000\42182247.1
AMENDMENT NO. 1
to
AGREEMENT FOR SHARING CONSULTANT COSTS FOR COMPLETION OF
INITIAL LEAD AND COPPER RULE REVISIONS LEAD SERVICE LINE
INVENTORY
This Amendment No. 1 (“Amendment”) to the Agreement for Sharing Consultant Costs for Completion of Initial Lead and Copper Rule Revisions Lead Service Line Inventory (“ Cost Sharing Agreement”) is made and entered into as of ____________ by and between City of Garden Grove (“Participating Agency”) and the Municipal Water District of Orange County (“MWDOC”). The Participating Agency and MWDOC are collectively referred to as “Parties.” SECTION 1 – PURPOSE
The Parties entered into the Cost Sharing Agreement to coordinate the preparation of the Initial Service Line Inventories, pursuant to the United States Environmental Protection Agency’s Lead Copper Rule Revisions, among multiple participating agencies , facilitated by MWDOC, to obtain economies of scale and thereby reduce preparation time and costs for each Participating Agency.
The purpose of this A mendment is to amend the Cost Sharing Agreement to reflect negotiated changes to Exhibits “B” and “C”: the Participating Agency Task Selections and Costs (“Amended Exhibit “B”) and List of Participating Agencies (Amended Exhibit “C”).
SECTION 2 – AMENDED EXHIBIT “B”– PARTICIPATING AGENCY TASK
SELECTIONS AND COSTS
Exhibit “B” - Participating Agency Task Selections and Costs , revised _____ _____, is attached hereto as “Amended Exhibit ‘B’”. Participating Agency agrees to and approves the changes reflected in Amended Exhibit “B” by signing this Amendment and the accompanying Change Order.
SECTION 3 – AMENDED EXHIBIT “C” - LIST OF PARTICIPATING AGENCIES
Exhibit “C” - List of Participating Agencies, revised March 28, 2024, is attached hereto as “Amended Exhibit ‘C’”.
IN WITNESS WHEREOF, the Parties have hereunto affixed their names as of the day and year thereinafter written, which shall be and is the effective date of this Amendment. 242
55401.00000\42182247.1
P age 2 of 2
Execution of Amendment by the Parties
MWDOC
Date: __________________________________
By:__________________________________
Harvey De La Torre, General Manager
Municipal Water District of Orange County
A
pproved as to Form:
Date:__________________________________
By: __________________________________
Joseph P. Byrne, Partner
Best Best & Krieger LLP
City of Garden Grove
Date: __________________________________
By:__________________________________
Lisa L. Kim, City Manager
City of Garden Grove
Approved as to Form:
Date:__________________________________
By: __________________________________
Omar Sandoval, City Attorney
Date: ____________________________
By: ______________________________
Teresa Pomeroy, City Clerk
City of Garden Grove
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Lead and Copper Rule Revisions Service Line Inventories Garden Grove
4/8/2024 AMENDED Cost by Task Cost Savings Total
Task 1 Low $ 26,830 $ 10,732 $ 16,098
Task
Task
Task 3 Medium $ 36,510 $ 7,302 $ 29,208
Task 4 Medium $ 26,900 $ 6,725 $ 20,175
Task 5 Medium $ 7,695 $ 7,695
Task 6 Medium $ 8,060 $ 806 $ 7,254
Task 7 Medium $ 11,440 $ 11,440
Task 8 Medium $ 38,980 $ 38,980
Task 9 Medium $ 36,020 $ 36,020
Task 10A Medium $ 63,840 $ 63,840
Task 11 Medium $ 226,336 $ 226,336
Task 12 Low $ 4,870 $ 4,870
$ 487,481 $ 25,565 $ 461,916
Original Total $235,580
Difference $226,336
* Assumes 100% of sites require a vacuum truck ($112/site). If hand excavation is feasible, the costs will decrease to $59/site.
Amended Exhibit B – Participating Agency Task Selections and Costs RFP Task 10: Manage (Field) Inspections/ Test Pitting/ Meter Inspections RFP Task 11: Provide Field Inspection Personnel to Assist with Physical Visual Verifications ($112 per Site Rate)*
RFP Task 6: Assistance with Data Analysis
RFP Task 7: Customer Communications
RFP Task 8: Develop and Implement Private Property Owner Self-Verification RFP Task 9: Develop LSL Replacement Plan
RFP Task 2: Assistance with Data Gathering, Records Review, and Historical Code Review RFP Task 5: Apply Division of DDW Approved Alternative Verification Methods Total
RFP Task 12: Population of DDW Inventory Template and SLI Submission Project Name:
Agency:
Date:
Selection
RFP Task 1: Project Administration and Progress Reporting RFP Task 3: Develop Lead Service Line Inventory Database and Initial Inventory RFP Task 4: Develop Approach for Alternative Material Verification Methods and Submit to DDW for Approval
RFP Task 2: Assistance with Data Gathering, Records Review, and Historical Code Review 244
Amended Exhibit C
List of Participating Agencies1
MWDOC Choice Shared Services Program for Lead and Copper Rule Revision Service Line Inventory Development
Revised March 28, 2024
Agency
1 Anaheim, City
2 El Toro Water District
3 Fountain Valley, City
4 Fullerton, City
5 Garden Grove, City
6 La Habra, City
7 La Palma, City
8 Orange, City
9 San Clemente, City
10 South Coast Water District
11 Trabuco Canyon Water District
12 Westminster, City
13 Yorba Linda Water District
1 The list of PARTICIPATING AGENCIES is subject to modification by addendum executed by the PARTIES. 245
Item 203/2024
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Patricia Song
Dept:
City Manager Dept: Finance
Date: 4/23/24
Subject: Receive and file warrants. (Action Item)
OBJECTIVE
For the City Council to receive and file the warrants.
BACKGROUND/DISCUSSION
Attached are the warrants recommended to be received and filed.
FINANCIAL IMPACT
Items listed in the warrants are budgeted.
RECOMMENDATION
It is recommended that the City Council:
Receive and file the warrants.
ATTACHMENTS:
Warrants.
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