City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 27, 2023 FROM: FINANCE DEPARTMENT WARDS: ALL
SUBJECT: REQUEST FOR PROPOSAL 2267 - SERVICES AGREEMENTS FOR EMERGENCY AND NON-EMERGENCY CONTRACTOR SERVICES WITH Stilwell Construction, Inc. of RIVERSIDE, caLIFORNIA AND j&l cONSTRUCTORS, INC. OF lAKE ELSINORE, CALIFORNIA, IN AN AMOUNT NOT TO EXCEED $750,000 PER FISCAL year per contractor, PLUS 10% contingency of $75,000 each, for a total AMOUNT not to exceed $825,000 per fiscal year per contractor, combined total AMOUNT of $1,650,000 per Fiscal year, FOR A three-YEAR agreement TERM THROUGH JUNE 30, 2026, WITH TWO OPTIONAL one-year extensions ISSUE:
Award RFP 2267 and approve two (2) three-year Master Services Agreements to Stilwell Construction, Inc. of Riverside, CA and J&L Constructors, Inc. of Lake Elsinore, CA for Emergency and Non-Emergency Contractor 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 per contractor for a total amount of $1,650,000 per fiscal year for three (3) years with the option to extend for two (2) additional one (1) year terms, not to exceed five (5) years.
RECOMMENDATIONS:
That the City Council:
Award a Master Agreement for Emergency and Non-Emergency Restoration Services to Stilwell Construction, Inc. of Riverside, CA in the not-to-exceed amount of $750,000 per fiscal year per contractor through June 30, 2026; Award a Master Agreement for Emergency and Non-Emergency Restoration Services to J&L Constructors, Inc. of Lake Elsinore, CA in the not-to-exceed amount of $750,000 per fiscal year per contractor through June 30, 2026 Authorize a 10% contingency of $75,000 for each contractor, for a total amount not to exceed $825,000 per fiscal year per contractor; Authorize a combined not to exceed total of $1,650,000 per fiscal year for both contractors.
Authorize the City Manager, or his designee, to execute the Master Agreements with Stilwell Construction, Inc. and J&L Constructors, Inc., including making minor and non-substantive changes.
BACKGROUND:
Risk Management has maintained an Emergency and Non-Emergency Contractor Panel since 2015. RFP 2267 for Emergency and Non-Emergency Contractor services marks the third RFP issued by Risk Management designed to assist the City in responding to various types of scenarios where property, health, or the safety of residents may be threatened. These contractors have the necessary credentials, equipment, and skillset to assist the City of Riverside in responding to any type of emergency and non-emergency incident identified by staff or any third party via 311 or any other type of communication method. Risk Management reserves the right to dispatch contractors to jobs based on the needs of the City. The City does not pay any upfront costs to any contractor as the City only pays for services after they are rendered.
With the familiarity of having direct access to these contractors, City staff has been able to reach out to contractors directly which has yielded to times savings and decreased damage to property as contractors are primarily tasked with clearing all hazards to prevent additional damage. Along with established working relationships, City staff trusts the contractors to provide excellent customer service and the highest quality repairs to its residents. Risk Management serves as the contract administrator for these agreements and is also the primary point of contact for the contractors and City staff who needs assistance from Risk Management in responding to any given incident.
Risk Management Incident Flowchart:
City staff is notified of an incident on City property or City right-of-way.
City staff notifies Risk Management of the incident. Risk Management will discuss the incident with staff to identify best course of action to mitigate and hazards.
Risk Management will approve the use of a contractor and will either direct staff to contact the contractor directly or Risk Management will assist and dispatch the contractor to the site.
The contractor will confirm availability and provide City staff with an ETA.
Risk Management to update team with an ETA.
Contractor will arrive on site and provide an assessment and develop a scope of work for the City to review.
City staff will then review, approve, and authorize the contractor to proceed with the scope of work.
The contractor will complete the work as approved by City staff. Any change orders (if needed) require approval before executed.
The contractor will send the invoice to Risk Management.
Risk Management and staff will review the scope of work, pictures, and invoice details to ensure accuracy and confirm the desired work has been completed.
Risk Management will approve and process the invoice.
Examples of Emergency and Non-emergency situations utilizing the contractor panel include but are not limited to the following:
Removal of asphalt and replaced with concrete in the Fleet area of the Corp Yard.
Roll up doors in Fire Maintenance were replaced after 36 years of operation.
The backflow device in the main Corp Yard building was replaced while simultaneously repairing an underground water leak.
Repair of an underground water leak at the Riverside Energy Resource Center (RERC).
Sewer lateral repair after backup into the restrooms at Ryan Bonaminio Park.
Repair of the corroded gas line outside of the Police Station on Orange Street.
Water Main breaks and disruptions in service.
Sewer offsets that impact service to residents or business.
Recently, on Tuesday, May 16, 2023, Riverside Fire Department (RFD) was dispatched to a structure fire located at 3460 Orange Street. RFD extinguished the flames through the next day. On Wednesday, May 17th, a contractor was dispatched by Risk Management to assist the Riverside Police Department (RPD) with proper sifting of the structure and its contents by use of an excavator. The contractor was also enlisted to perform demolition services of what remains of the structure.
These contractors are instrumental to Risk Management’s success in assisting the City in responding to sensitive emergency and non-emergency calls. These contractors aid Risk Management in reducing and redressing damage to City assets and the property of others in addition to controlling the City’s liability as directed by Risk Management.
DISCUSSION:
RFP 2267 for Emergency and Non-Emergency Contractor Services was posted to the City’s electronic bidding website (PlanetBids) on February 24, 2023. RFP 2267 was also advertised in The Press Enterprise on March 1, 2023. The bid subsequently closed on March 26, 2023 providing prospective bidders with a total of 21 business days to review, prepare, and submit a bid to the City.
RFP Milestone Timeline
February 24, 2023- RFP was issued & posted on Planet Bids.
March 26, 2023- RFP was closed.
March 28- April 21, 2023- Purchasing conducted a review of all proposals for compliance. Purchasing also issued Request for Clarification’s (RFC) and addendums.
April 4, 2023- Purchasing releases bids & score sheets to evaluators with a due date of April 28, 2023 April 4- April 28, 2023-Evaluators complete scores and bid evaluations.
April 29-May 16, 2027-Purchasing reviews evaluation scorecards and prepares formal bid packet and Purchasing’s recommendation.
May 17, 2023- Purchasing advises Risk Management of recommendation and Risk Management accepts Purchasing’s recommendation of moving forward with the two highest rated bidders.
May 17, 2023- Risk Management notifies highest rated bidders and confirms the contractors’ desire to move forward and enter into an agreement with the City of Riverside.
The City received five proposal responses; two of which were marked non-responsive for not meeting prerequisite requirements. After a thorough review and evaluation by Public Works and Risk Management representatives, it was determined the highest responsive bidders were Stilwell Construction and J&L Constructors.
Vendor
Vendor’s Location
Rank
Stilwell Construction, Inc.
Riverside, CA
1 J&L Constructors Inc.
Lake Elsinore, CA
2 Mattucci Plumbing
Gardena, CA
3 Onyx Paving Company, Inc.
Anaheim, CA
Non-Responsive
Tri-R General Contractors, Inc.
Perris, CA
Non-Responsive
*Vendors were deemed non-responsive due to incomplete proposals.
The Purchasing Manager concurs that the recommendation to award RFP 2267 to Stilwell Construction, Inc. and J&L Constructors, Inc. 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 – City of Riverside Staff and Community have grown to know and trust contracted contractors, especially those that personally required assistance with a water or sewer issue.
Equity – The panel of contractors will benefit the entire community, as there is not an area of the City left without assistance. Contractors could potentially be dispatched to any given ward.
Fiscal Responsibility – Competitive procurement was used to secure lowest cost for services. City departments have budgeted for repairs and emergencies and the City only pays for services rendered.
Innovation – As the City continues to grow and develop, the communication levels of staff and contractors become more frequent and also grow, making it easier to set the needs of the City and its residents as a priority.
Sustainability & Resiliency – This agreement will continue to improve the longevity of the City’s infrastructure and services, including the longevity of residents in 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 232000-428630. 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/Finance Director Certified as to
availability of funds: Kristie Thomas, Assistant Chief Financial Officer/Finance Director Approved by: Edward Enriquez, Assistant City Manager/Chief Financial Officer/City Treasurer
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Services Agreement with Stilwell Construction, Inc.
Services Agreement with J&L Constructors Inc.
Award Recommendation
RFP 2267 Emergency and Non-Emergency Contractor Award ● Page 4