Item 42/2025
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Ursula Luna-Reynosa
Dept:
City Manager Dept: Economic Development and
Housing Department
Date: 2/11/25
Subject: Approval of a contract with Quality Fence Co., for emergency fencing maintenance and repair services, under the Caltrans Delegated Maintenance Agreement. (Cost: $116,000)(Action Item)
OBJECTIVE
To request City Council approval of a contract with Quality Fence Co. for emergency fencing maintenance and repair services in the amount of $116,000.
BACKGROUND
The Caltrans Fencing Improvement Project (CFIP), also known as “the Project”, is a collaborative initiative between Caltrans and the City of Garden Grove to address the increase of homeless encampments within Caltrans right-of-ways in the City’s jurisdiction.
The Project is comprised of two key agreements:
1) Cooperative Agreement - An agreement between the City and Caltrans which allocated $1.5 million to fund the installation of fencing, decorative paving, and gravel on unpaved slopes and narrow areas within the City on Route 22 from Springdale Street to Garden Grove Boulevard.
2) Delegated Maintenance Agreement (DMA) - An agreement between the City and Caltrans which allocated $266,000, for fiscal year 2024-25, to maintain the fenced areas and improvements that were funded under the Cooperative Agreement, in a safe and operational condition.
Garden Grove Municipal Code Section 2.50.6.060 (B) allows for bidding procedures to be dispensed under an emergency situation. The repair of the damaged and vandalized fencing qualifies as emergency work due to the urgent need for quick restoration to prevent re- establishment of the homeless encampments and the life and safety concerns related to the encampments and their impact on public welfare.
Item 42/2025
DISCUSSION
Under the DMA, the City is required to provide immediate maintenance services in response to damage, vandalism, debris/ litter accumulation, and public safety complaints related to encampments. According to the Garden Grove Police Department’s Special Resource Team (SRT), homeless encampments can form within as little as six (6) hours. Therefore, timely fencing repairs are critical to prevent encampments from re-establishing. To meet this need, a 24-hour repair response time is required whenever a fence panel is damaged.
Quality Fence Co. is currently available immediately to assist the City with the urgent fencing repair needs. As a Tier 1 distributor of the Securifor 4D beta fencing product, Q uality Fence Co. has expedited access to materials to accommodate the 24 -hour repair response requirement. This accessibility offers significant advantages in both lead time and cost efficiency to minimize the risk of prolonged vulnerability at fenced sites.
The vendor has provided a quote for the immediate repair of fencing repair. The quote details are as follows:
Welded Wire Repair on Line Fence
(10ft Panel Typical Repair Length)
Must repair full panel if repair is needed, no minimum size $170.00/Per LF
Per 3” x 3” Post Repair/Replacement
New footing, including footing repair $600.00/Per post
Welded Wire Repair on Gate
(4ft-8ft Gate Panel Typical Repair Length)
Must repair full panel if repair is needed, no minimum size $190.00/Per LF
Miscellaneous Work: Foreman (4 Hour Min)
Work outside of the listed scopes above $320.00/Per hr
Miscellaneous Work: Labor (4 Hour Min)
Work outside of the listed scopes above $290.00/Per hr
Miscellaneous Work: Material to have 5% Mark-Up Time
and Material Billing (Pre-Tax Amount)
Work outside of the listed scopes above
5% Pre-tax
Material Mark Up
on Pre-tax Material
Quality Fence Co.’s capability to meet urgent repair timelines while maintaining cost efficiency makes them the ideal candidate for this critical maintenance contract. Staff reached out to eight vendors and only Quality Fence provided a quote. Therefore, an exemption memo was authorized, exempting the Project from the procurement process. Other vendors expressed concern about their a bility to maintain and repair this specialty fencing within the required timeline.
Item 42/2025
FINANCIAL IMPACT
There is no net fiscal impact on the General Fund. Additional appropriation is necessary to execute the contract, yet the cost will be reimbursed by Caltrans under the terms of the grant agreement.
RECOMMENDATION
It is recommended that the City Council:
Approve a contract with Quality Fence Co. for the emergency repair of damaged and vandalized fencing in the amount not-to-exceed $116,000 per Garden Grove Municipal Code 2.50.60 (B);
Authorize the City Manager, or her designee(s), to execute the agreement, and make minor modifications, on behalf of the City, as appropriate there to; and Appropriate funds per the Delegated Maintenance Agreement with Caltrans.
By: Christy Le, Homeless Liaison Analyst
ATTACHMENT(S)
1. Caltrans Delegated Maintenance Agreement
2. Quality Fence Agreement