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NEWPORT BEACH
City Council Staff Report
COUNCIL STAFF REPORT
CITY OF
January 14, 2025
Agenda Item No. 12
ABSTRACT:
The City of Newport Beach ’s current agreements for on-call fencing maintenance and repair services expire on March 23, 2025. Based on the results of a Request for Proposals (RFP) process, staff recommends awarding five -year agreements for these services to EverFence Corporation and Red Hawk Services, Inc., with a not-to-exceed (NTE) limit of $300,000 for each agreement.
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve a Maintenance and Repair Services Agreement with EverFence Corporation for a five -year term and total not -to-exceed amount of $ 300,000, and authorize the Mayor and City Clerk to execute the agreement; and
c) Approve a Maintenance and Repair Services Agreement with Red Hawk Services, Inc. for a five -year term and total not -to-exceed amount of $300,000, and authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
The City’s current on-call fencing maintenance and repair services agreements expire on March 23, 2025. Based on the results of a n RFP, staff recommends awarding new agreements to EverFence Corporation and Red Hawk Services, Inc. as the two highest scoring proposers, for five-year terms and an NTE of $300,000 for each agreement.
The contractors provide as-needed maintenance and repair services for a variety of different types of fencing and related items at City parks, trails, beaches and facilities.
Occasionally, they may also provide temporary or minor permanent fencing services that arise on capital improvement program (CIP) projects. Major CIP project fencing needs are included as part of the project bid and therefore funded by the CIP project.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David A. Webb, Public Works Director - 949-644-3311, [email protected]
PREPARED BY: John Salazar, Streets & Beaches Superintendent - 949-718-3460, [email protected]
TITLE: Approval of Maintenance and Repair Services Agreement s with EverFence Corporation and Red Hawk Services, Inc. for On -Call Fencing
Approval of Maintenance and Repair Services Agreement with EverFence Corporation and Red Hawk Services, Inc. for On-Call Fencing January 14, 2025
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Awarding two on-call agreements ensures the City can efficiently address both emergent and planned work without being restricted by a single contractor’s schedule and availability. It also ensures responsiveness, competitive pricing, and quality service, while reducing the risks associated with relying on single providers and potential contractor failure or underperformance. When services are needed, staff will request letter proposals from each contractor to secure the best pricing for each project.
Combined on -call fencing service e xpenditures from 2020 -2024 under current agreements averaged approximately $100,000 per year with billing rates remaining static during that time . New billing rates, approximately 20% higher than current rates , align with inflation increases based on the Los Angeles -Long Beach -Anaheim-area consumer price index (CPI) during that time.
RFP No. 24-82 was published on August 15, 2024, and the City received three complete proposals. A three-member staff panel first evaluated proposals technically based on qualifications and demonstrated experience, with a maximum possible score of 60 points.
All three proposals earned the minimum 70% technically required and were then scored on a combination of various service costs, with a maximum possible score of 40 points.
Overall evaluation results are shown in the table below.
Proposer Technical Score Cost Score Total Score Rank
EverFence Corporation 45.00 39.07 84.07 1
Red Hawk Services, Inc. 55.00 27.60 82.60 2
Harris Steel Fence Co., Inc. 53.00 14.41 67.41 3
FISCAL IMPACT:
The adopted budget includes sufficient funding for these agreements . Work will be expensed to the appropriate accounts in the Public Works Department Operating and/or CIP budgets depending on its nature and location.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the enviro nment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A – Maintenance and Repair Agreement with Everfence Corporation Attachment B – Maintenance and Repair Agreement with Red Hawk Services, Inc.