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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE OCTOBER 3, 2023
SUBJECT: AWARD OF CONTRACT TO AXIS GENERAL CONSTRUCTION, INC., FOR
STORM WATER PUMP STATION MAINTENANCE SERVICES
FISCAL
IMPACT: EXPENSE: $ 46,800.00 ANNUAL CONTRACT AMOUNT
BUDGET: $ 85,700.00 FY 2023-24 OPERATING BUDGET (103652-6099) SUMMARY:
This proposed agreement provides for storm water pump station maintenance services for the City's storm water pump stations located at the Kraemer, Melrose and Placentia Railroad Grade Separations. The scope of work for this contract includes monthly, quarterly, and annual pump station system preventative maintenance along with extraordinary repairs and emergency response. The City recently issued a Notice Inviting Bids for these services and bids were received on August 31, 2023, from one (1) contractor, Axis General Construction, Inc. (Axis General). This proposed action will award a three-year agreement with a potential two-year extension to Axis General for an annual not -to -exceed amount of $46,800.00 or $140,400.00 for a cumulative not - to -exceed three-year contract amount.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Maintenance Services Agreement with Axis General Construction, Inc., for Storm Water Pump Station Maintenance Services in an amount not -to -exceed $46,800 per year for an initial three-year contract term ending October 3, 2026, with the option to extend for one (1) additional two-year term; and
2. Authorize the City Administrator to approve contract change orders up to 10% of the annual contract not -to -exceed amount; and
3. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney; and
4. Authorize the City Administrator to approve the eligible contract term extension for one (1) additional two-year term based upon contractor performance and at the discretion of the City.
1.g.
Oct. 3, 2023
City Council Agenda
October 3, 2023
DISCUSSION:
The City has three (3) storm water pump stations located on Melrose Street, Kraemer Boulevard, and Placentia Avenue. These three pump stations convey storm flows from beneath the railroad bridges which are pumped uphill through the storm drain system until it reaches gravity flow downstream. Routine preventative maintenance of the City's pump stations can minimize flood risk, reduce associated street maintenance costs, and improve traffic safety conditions during rainy weather conditions.
The contract scope of work will provide for routine maintenance of each pump station such as the cleaning of wet wells, flow monitoring, and the inspection and/or repairs of sump and main pumps.
The station's electrical systems and variable frequency drives and back-up generators also require routine preventative maintenance. The contractor will also provide extraordinary repairs as needed on a time and materials basis along with providing after-hours emergency response.
On August 31, 2023, the City received one (1) bid from a contractor to provide Storm Water Pump Station Maintenance Services and a summary of the bid amount is noted in the table below. Six (6) different contractors downloaded the contract bid specifications for these services.
Contractor
Axis General Construction, Inc.
Bid Amount
$ 46,800
Staff reviewed the bid received for mathematical and other errors and it was determined that the apparent low bid submitted by Axis General was responsive. After examining the bid received by Axis General, Staff met with the contractor to ensure they could properly fulfill the expectations of the maintenance agreement for the price they submitted. Additionally, Staff conducted a reference check on Axis General who received favorable reviews from other clients including Disneyland, Anaheim Convention Center, and the City of Anaheim. Based upon the bid amount received, the follow-up meeting and the reference check, Staff recommends the City Council award an initial three-year contract term with one (1) potential two-year extension to Axis General for an annual not -to -exceed amount of $46,800.
FISCAL IMPACT:
The agreement with Axis General is for an annual not -to -exceed amount of $46,800.00. The term of the agreement is three (3) years for a cumulative three-year not -to -exceed contract amount of $140,400.00, with the option to extend for one (1) additional two-year term based upon contractor performance and at the discretion of the City. If the contract is approved, Axis General will provide these services beginning on October 4, 2023. A total of $85,700 has been budgeted in the Fiscal Year 2023-24 Operating Budget for these services. As such, sufficient funds exist for the recommended actions.
City Council Agenda
October 3, 2023
Page3of3
Joel Caildenas
Public Works Superintendent
Reviewed a►: acprdQed:
Luis Estevez
Deputy City Administrator
Reviewed and approved:
Jennif4r Lampman
Director of Finance
Reviewed and approved:
Damien Rrr ula 1
City Administrator
Attachment:
Maintenance Services Agreement with Axis General Contracting, Inc.