City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: FINANCE – RISK MANAGEMENT WARDS: ALL
SUBJECT: APPROVE SERVICES AGREEMENT FOR RFP 2266 – EMERGENCY AND NON-EMERGENCY RESTORATION SERVICES TO BELFOR PROPERTY RESTORATION of RIVERSIDE, ca for AN AMOUNT NOT TO EXCEED $750,000 PER FISCAL year, including a 10% contingency in the amount of $75,000 for an aggregate total not to exceed $825,000 per fiscal year, FOR A three-YEAR agreement TERM set TO EXPIRE on JUNE 30, 2026, WITH THE OPTION TO EXTEND FOR TWO ADDITIONAL ONE-YEAR TERMS, NOT TO EXCEED FIVE YEARS.
ISSUE:
Approve a three-year Services Agreement for RFP 2266 to Belfor Property Restoration of Riverside, CA, for Emergency and Non-Emergency Restoration Services in the amount of $750,000, including a 10% contingency of $75,000 for an aggregate amount not to exceed $825,000 per fiscal year.
RECOMMENDATIONS:
That the City Council:
Approve a Master Agreement for RFP 2266 for Emergency and Non-Emergency Restoration Services to Belfor Property Restoration of Riverside, CA, for a not-to-exceed amount of $750,000 per fiscal year through June 30, 2026; Authorize a 10% contingency of $75,000, for a total amount not to exceed $825,000 per fiscal year; and Authorize the City Manager, or designee, to execute the Master Agreement with Belfor Property Restoration, including making minor and non-substantive changes.
BACKGROUND:
Risk Management oversees multiple emergency and non-emergency agreements with a wide range of contractors. These contractors are strategically chosen to ensure that the City has the resources it needs to respond to any incident that may be brought forward by any City Department such as Public Works, Riverside Public Utilities, Parks & Recreation, etc.
Prior to 2023, Risk Management issued one RFP and awarded various agreements to contractors and service providers ranging from plumbers to general contractors. For the upcoming fiscal year, 2023-2024, Risk Management, with the support and guidance of the City Attorney’s Office, bifurcated the initial RFP into three separate RFP’s to capture the major service groups needed by the City. The item before Council and discussed within the contents of this report pertain to RFP 2266 which solicits a licensed, bonded, and insured restoration contractor.
In practice, restoration is the process of reinstating or repairing an object or place to its original condition. As such, the City’s restoration contractor is responsible for providing the following restoration services:
Storm and water restoration
Sewage Cleanup and Remediation
Water Extraction
Structural Drying and/or Floor Drying
Cleaning/Disinfecting/Sanitizing
Deodorize/Odor Removal
Antimicrobial Treatment
Structural Dehumidification
Mold Remediation
Drying Equipment Monitoring
Upholstery Cleaning
Asbestos Testing
Lead Removal Services
Contents & machinery restoration
Large scale emergency response
Major Restoration Projects within 5 Years (All Projects over $50K) Major Project #1- In December of 2019, there was a water main break that flowed into and flooded the science building of UCR. Water levels in the building reached 2-3 inches high. The restoration contractor was dispatched to pump out the water and dry the floors. Total cost for this project was $489,730.05.
Major Project #2- On December 24, 2021, there was a water intrusion at the Riverside Energy Resource Center (RERC). Approximately 4,000 square feet were affected. The contractor extracted water from carpeted areas, set up drying equipment and performed a moisture survey. As a result of the water damage, flooring and walls also had to be repaired or replaced. Contractor painted and also installed carpet, drywall, and an office partition. Total cost for this project was $174,551.25.
Major Project #3- With the recent rainstorms, the City has needed to repair or replace the roofs at locations such as the Airport and the Fox Theater. Having a direct restoration contractor available on the current panel to request services from saved the City the amount of time that it would have taken to properly procure another contractor. As of the publication of this report, the project is yet to be completed and the estimated not- to exceed cost is $289,989.64.
Since the inception of the current agreement with the City’s restoration contractor, the City has paid $755,863.95 not including any outstanding projects that are still ongoing.
The City does not pay any upfront costs to any restoration contractor as the City only pays for services after they are rendered.
DISCUSSION:
RFP 2266 for emergency and non-emergency restoration services was posted to the City’s electronic bidding website (PlanetBids) on February 24, 2023, and closed on March 15th. The City received four proposal responses, and all were scored. After review and evaluation by Public Works, General Services, and Risk Management representatives, Belfor Property Restoration was confirmed to be the highest responsive bidder of RFP 2266.
RFP Milestone Timeline
February 24, 2023- RFP was issued & posted on Planet Bids.
March 15, 2023- RFP was closed.
March 16- April 14, 2023- Purchasing conducted a review of all proposals for compliance. Purchasing also issued Request for Clarification’s (RFC) and addendums.
April 18, 2023- Purchasing releases bids & score sheets to evaluators with a due date of April 21, 2023 April 18- April 28, 2023-Evaluators complete scores and bid evaluations.
May 2- May 12, 2023-Purchasing reviews evaluation scorecards and prepares formal bid packet and Purchasing’s recommendation.
May 16, 2023- Purchasing advises Risk Management of recommendation and Risk Management accepts Purchasing’s recommendation of moving forward with the highest rated bidder.
May 16, 2023- Risk Management notifies highest rated bidder and confirms the contractor’s desire to move forward and enter into an agreement with the City of Riverside.
Vendors
Vendor’s Location
Ranking
Belfor USA Group, Inc.
Riverside, CA
1 Maier International, Inc.
El Monte, CA
2 BluSky Restoration Contractors, LLC
Grand Terrace, CA
3 First Onsite
San Marcos, CA
4 The Purchasing Manager concurs that the recommendation to award RFP 2266 to Belfor USA Group Inc. dba Belfor Property Restoration is in accordance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority 2 – Community Well-Being and Goal 2.6- Strengthen community preparedness for emergencies to ensure effective response and recovery.
Community Trust –The City established prerequisites and qualifications while also considering the State of California Contractor License Board requirements in order for contractors to work on its behalf.
Equity – City infrastructure in all areas within City boundaries will benefit from the utilization of a restoration contractor. Private property impacted by City water or sewer services can be subject to restoration needs, depending on the scope of the incident.
Fiscal Responsibility – Competitive procurement was used to secure lowest cost for services in RFP 2266 and the City only pays for services rendered.
Innovation – This agreement will aid in the developed relationship between Risk Management and City staff support when it comes to best serving Riverside residents.
Sustainability & Resiliency – This agreement will ensure the longevity of the City’s infrastructure, only enhancing properties such as the Fox Theater and other buildings that pride Riverside.
FISCAL IMPACT:
There is no immediate fiscal impact of the action as the City only pays for services and materials rendered. Funds for Risk Management are available in the Liability Insurance Trust Fund, account number 2320000-428630. Additionally, departments pay for their own service requests from existing departmental budgets. Appropriations for future fiscal years will be included in the budget submissions for those fiscal years to be presented to the City Council for approval.
Prepared by: Kristie Thomas, Assistant Chief Financial Officer Certified as to
availability of funds: Edward Enriquez, Assistant City Manager/Chief Financial Officer/Treasurer
Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Belfor’s RFP Proposal
Award Recommendation issued by the City’s Purchasing Manager Signed Master Services Agreement
RFP 2266 Emergency and Non-Emergency Restoration Services ● Page 4 RFP 2266 Emergency and Non-Emergency Restoration Services ● Page 4