Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: JUNE 6, 2023
SUBJECT: AMENDMENT NO. 1 TO MAINTENANCE SERVICES AGREEMENT WITH SCA OF CA, LLC (`SCA'), FORMERLY R.F. DICKSON CO., INC FOR STREET
SWEEPING SERVICES
FISCAL
IMPACT: EXPENSE: $168,882.53 REVISED AGREEMENT AMOUNT
BUDGET: $169,000.00 FISCAL YEAR 2022-23 OPERATING BUDGET (374386-6290)
SUMMARY:
In March 2019, the City Council awarded a Maintenance Services Agreement to SCA of CA, LLC (SCA), formerly R.F. Dickson Company to provide citywide street sweeping services. The Maintenance Services Agreement with SCA amounts to $144,581.69 per year, for a cumulative not -to -exceed contract amount of $722,908.45 for the five-year contract term. Staff is presenting this proposed amendment for the City Council's consideration to increase the annual contract not - to -exceed amount by $24,300.84 to include street sweeping services for the newly annexed public streets in the former Hamer Island. The current contract term is set to expire on June 30, 2024.
The recommended actions will allow the City to have sufficient contractual authority for the remainder of the contract term. The proposed contract costs for street sweeping services with SCA are included in the current Fiscal Year (FY) 2022-23 Operating Budget and in the proposed FY 2023-24 Operating Budget.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve Amendment No. 1 to the Maintenance Services Agreement with SCA of CA, LLC (SCA) for street sweeping services increasing the annual contract not -to -exceed amount by $24,300.84 for a revised cumulative contract amount of $771,510.13 for the entire contract term; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the revised cumulative five-year contract amount; and
1.c.
June 6, 2023
City Council Agenda
June 6, 2023
3. Approve Resolution No. R-2023-37, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
4. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this Council action.
DISCUSSION:
The Public Works Department is responsible for maintaining cleanliness throughout various city -owned public places, including sweeping over 8,772 curb miles of streets annually. Street sweeping is a key maintenance task that includes removing leaves, trash, and particulate debris such as metal particles from street surfaces and gutters, preventing these materials from entering our storm drain system, as required by State and Federal laws. On March 19, 2019, following a Request for Proposals (RFP) competitive solicitation process, the City Council approved a five-year contract with SCA of CA, LLC (SCA), formerly R.F Dickson Co. for the provision of services through June 30, 2024.
On February 15, 2022, the City Council approved Resolution No. R-2022-13 to annex the formerly unincorporated area of the County of Orange ("County"), known as "Hamer Island," into the City of Placentia. On April 4, 2022, the City officially filed an application with Orange County Local Agency Formation Commission ("00 LAFCO") to annex Hamer Island into its jurisdictional boundary and assume responsibility for most services to the residents of the island. On April 26, 2022, the County approved the pre -annexation agreement with City. On June 8, 2022, OC LAFCO adopted Resolution No. IA 22-02 approving the annexation of Hamer Island into the City. On July 8, 2022, Hamer Island was formally annexed into the City of Placentia.
As part of this annexation process, the City assumed maintenance of the public streets in the former Hamer Island. SCA has been providing street sweeping services to this newly annexed area under the same terms and conditions of the City's existing agreement with SCA. The annual additional cost for these added street services is $24,300.84. Staff is recommending an agreement amendment to increase the annual contract not -to -exceed amount to provide compensation for the additional services provided by SCA. The current contract term is set to expire on June 30, 2024. The recommended actions will allow the City to have sufficient contractual authority for expenditures that will be incurred in the remainder of the contract.
FISCAL IMPACT:
The recommended actions will approve Amendment No. 1 to the Maintenance Services Agreement with SCA increasing the annual contract amount by $24,300.84 for the remainder of the existing term for a revised annual contract amount of $168,882.53. A total of $148,000 in
City Council Agenda
June 6, 2023
Refuse Administration Funds were previously allocated for these services in the FY 2022-23 Operating Budget. Resolution No. R-2023-37 (Attachment 2) is recommended for approval to appropriate additional funds from existing Refuse Administration Fund balance for these additional services. The future cost of the services is included in the proposed FY 2023-24 Operating Budget. As such, sufficient funds exist for the recommended actions.
Prepa
Joel Car. nas
Public •rks Superintendent
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed a d approved: Reviewed and approve
Luis Estevez
Deputy City Administrator
Damien R. Arrula
City Administrator
Attachments:
1. Amendment No. 1— SCA of CA ,LLC (SCA) formerly R.F Dickson Co., Inc.
2. Budget Amendment Resolution No. R-2023-37