City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 20, 2022 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: FIRST AND SECOND AMENDMENTS TO SERVICES AGREEMENT FOR MUNICIPAL PRESSURE WASHING AND CLEANING SERVICES WITH QUALIFIED MOBILE, INC. OF NORCO, CALIFORNIA, FROM JULY 1, 2022 TO JUNE 30, 2024 IN THE AMOUNT OF $274,111.20 FOR A TOTAL AMOUNT OF $669,111.20, AND WITH ONE OPTIONAL TWO-YEAR EXTENSION ISSUE:
Approve the First Amendment, retroactively, and approve the Second Amendment to the Services Agreement for Municipal Pressure Washing and Cleaning Services with Qualified Mobile, Inc. of Norco, California, from July 1, 2022 to June 30, 2024, in the amount of $274,111.20, including 10% contingency for unforeseen and special events, for a total amount of $669,111.20, and with one optional two-year extension.
RECOMMENDATIONS:
That the City Council:
Approve a First Amendment to the Services Agreement for Municipal Pressure Washing and Cleaning Services with Qualified Mobile, Inc. of Norco, California, retroactively, from July 1, 2022 to June 30, 2024, in the amount of $274,111.20, including 10% contingency for vandalism, graffiti, and/or decay, for a total amount of $669,111.20, and with one optional two-year extension; Authorize the City Manager, or designee, retroactively, to execute the First Amendment to the Services Agreement, including making minor and non-substantive changes; Approve a Second Amendment to the Services Agreement for Municipal Pressure Washing and Cleaning Services with Qualified Mobile, Inc. of Norco, California, clarifying that the 10% contingency is for unforeseen and special events; Authorize the City Manager, or designee, to execute the Second Amendment to the Services Agreement, including making minor and non-substantive changes; and Authorize the City Manager, or designee, to execute future amendments and the optional two-year extension, including making minor and non-substantive changes, and provided that the amount is included in subsequent approved budgets.
BACKGROUND:
On February 28, 2019, the City issued Request for Proposal (RFP) No. 1909 for municipal pressure washing services within the City. In response to the RFP, three proposals were received and evaluated by an internal review panel consisting of staff from several different City departments. The proposal from Qualified Mobile, Inc. (QMI), was deemed responsive and determined to be the most qualified. City Council awarded the contract to QMI on June 18, 2019.
Founded in 1985, QMI is a mobile fleet truck washing and industrial cleaning company based in Norco, California. With more than 80 employees, QMI currently provides services to more than 300 clients throughout Southern California.
Scope of Service
Under the City’s direction, QMI will pressure wash and clean various sidewalks, fixtures, murals and underpasses located throughout the City. These areas include but are not limited to: the Main Street Pedestrian Mall between Tenth and Fifth Streets; University and Mission Inn Avenues between Market Street and State Route 91; and the Central Avenue, Arlington Avenue, Mary Street, Madison Avenue, Tyler Street and Pierce Street freeway underpasses.
DISCUSSION:
The staff report on the City Council agenda of June 18, 2019, recommending approval of the original Services Agreement with QMI (Attachment 3), unintentionally omitted a recommendation that the City Council authorize the City Manager to execute two optional two-year extensions, provided for in the original Services Agreement. This report is an administrative correction, requesting that City Council authorize, retroactively, the First Amendment and its execution, and authorize the option to the use the remaining two-year extension.
Section 702(h) of Purchasing Resolution 23812 allows for an exception to competitive procurement “When Services, except for Professional Services, can be Procured from a Contractor who offers the same or better price, terms and conditions as the Contractor previously offered as the Lowest Responsive Bidder under Competitive Procurement or negotiations conducted by the City or another public agency, provided that, in the opinion of the Manager, it is in the best interests of the City to do so”.
The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item supports Strategic Priority 2 – Community Well-Being and Goal 2.3 - Strengthen neighborhood identities and improve community health and the physical environment through amenities and programs that foster an increased sense of community and enhanced feelings of pride and belonging citywide.
This item aligns with each of the Cross-Cutting Threads as follows:
Community Trust – Responsible management of the city’s sidewalks, fixtures, murals and underpasses helps maintain public health and safety by ensuring clean and attractive thoroughfares.
Equity – Approval of this action benefits all who live near or travel through the city.
Fiscal Responsibility – Regularly scheduled maintenance of sidewalks, fixtures, murals and underpasses supports Public Works’ efforts to minimize inefficiencies.
Innovation – Public Works is focused on creating pedestrian friendly areas for the public to enjoy healthy living by keeping high usage right of ways clean to allow for walking, jogging, bicycling and routine daily activities.
Sustainability & Resiliency – Pressure washing allows Public Works to keep areas within the City at a higher maintenance level to ensure the natural resources of the environment are protected from pollutants. This creates a cleaner and healthier community for all to enjoy today and into the future.
FISCAL IMPACT:
The total fiscal impact of this action is $274,111.20 with $135,022.80 appropriated for FY 2022/23. Sufficient funds are budgeted and available in the General Fund, Urban Forestry & Landscape, Professional Services account 4110110-421000. Appropriations for future fiscal years will be included in the Department’s Budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Second Amendment
First Amendment
Agreement
Staff Report – QMI Agreement – June 18, 2019
1st and 2nd Amendments to Services Agreement with Qualified Mobile Inc. ● Page 2