April 29, 2025
Agenda Item No. 8
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
David A. Webb, Public Works Director - 949-644-3311, [email protected] PREPARED BY:
Kyle Brodowski, Facilities and Equipment Superintendent - 949-718-3464, [email protected] TITLE:
Approval of On-Call Maintenance and Repair Services Agreement for Facilities Maintenance Support with Ramco General Engineering Contractors, Inc.
ABSTRACT:
With the addition of new facilities and an expanding scope for maintaining existing City facilities with increased operational complexity, the Public Works Department conducted a request for proposals (RFP) process for an on-call contractor to regularly provide a wide range of facilities maintenance support services. Based on the proposals received, staff recommends awarding a three-year agreement to Ramco General Engineering Contractors, Inc. (Ramco), with a total not-to-exceed (NTE) amount of $500,000.
RECOMMENDATIONS:
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; and b) Approve a Maintenance and Repair Services Agreement with Ramco General Engineering Contractors Inc., for On-Call Facilities Maintenance Support Services for a three-year term and not-to-exceed amount of $500,000 and authorize the Mayor and City Clerk to execute the agreement.
DISCUSSION:
With newly added facilities including the Junior Lifeguard Headquarters, Newport Beach Animal Shelter, Newport Bay Trash Interceptor, and upcoming additions such as the Witte Lecture Hall, and a generally expanding scope for maintaining City facilities, the Public Works Department conducted an RFP process to identify an on-call contractor to regularly provide a range of facilities maintenance support to augment existing City staff. Based on the proposals received, staff recommends awarding a three-year agreement to Ramco, with a total NTE of $500,000.
Staff issued RFP 24-69 through the PlanetBids website on December 12, 2024, and following a pre-bid meeting with 13 potential vendors to review the RFP and answer questions, received seven proposals by the January 15, 2025, due date.
Three staff members independently evaluated the proposers’ technical scores based on relevant experience and qualifications, specialized equipment and tools owned and available, and the proposers’ methodology for performing the work. Four proposals received the 70% minimum score necessary to qualify for cost proposal review, with the table below showing overall average scores. Ramco received the highest aggregate score, including earning the most points for having the lowest cost proposal.
Proposer
Technical Score
(60 Maximum)
Cost Score
(40 Maximum)
Total Score
(100 Maximum)
Overall Rank
Ramco
42.33 33.33
75.66 1
So. Cal. Sewer Construction, Inc.
43.67 22.11
65.78 2
AMTEK Construction
42.67 20.42
63.09 3
Pacific Plumbing Company of Santa Ana
43.00 16.37
59.37 4
Staff has previous experience working with Ramco. The contractor responds well, provides quality services, and is familiar with the City’s administrative processes and operational needs. While this agreement may at times be utilized for project specific items similar to the City’s previous on-call facility maintenance agreements, it will more commonly be used for routine services on an as-needed basis. Examples of this could be during times of unusually high workload, for emergency response, when additional future facilities or responsibilities are added and long-term needs are still being evaluated, or to help offset temporary coverage gaps when City staff members are unavailable.
Ideally, contract staff could work up to 40 hours per week performing regular maintenance and urgent repairs at the direction of the City staff. The proposed total NTE is based upon that possibility combined with proposal costs over a three-year period.
FISCAL IMPACT:
The adopted budget includes sufficient funding for this contract. It will be expensed to the Public Works Department, Facility Maintenance and Repair account, 0108041-851016, and the Back Bay Science Center Building Maintenance and Repair account, 0108041-851031.
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 environment) 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) ATTACHMENT:
Attachment A – Maintenance and Repair Agreement
8-3
8-1
Approval of On-Call Maintenance and Repair Services Agreement for Facilities Maintenance Support with Ramco General Engineering Contractors, Inc.
April 29, 2025
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