Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Landon Kern, Assistant City Engineer
Todd Gutjahr, Public Works Analyst
FOR: City Council Meeting of August 14, 2023
SUBJECT: Award of Contracts — On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025 RECOMMENDATION:
That the City Council:
Award and authorize the City Manager to execute a contract and the City Manager or his designee to administer the terms of the contract with MCC Equipment Rentals, Inc. of Yucaipa, California in the not -to -exceed amount of $20,000 per year for On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025; and
2. Award and authorize the City Manager to execute a contract and the City Manager or his designee to administer the terms of the contract with Borden Excavating of Calimesa, California in the not -to -exceed amount of $20,000 per year for On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025; and
Award and authorize the City Manager to execute a contract and the City Manager or his designee to administer the terms of the contract with Jeff Ott Construction of Yucaipa, California in the not -to -exceed amount of $20,000 per year for On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025; and
4. Award and authorize the City Manager to execute a contract and the City Manager or his designee to administer the terms of the contract with Three Peaks Corporation of Calimesa, California in the not -to -exceed amount of $20,000 per year for On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025; and
5. Award and authorize the City Manager to execute a contract and the City Manager or his designee to administer the terms of the contract with Jeremy Harris Construction, Inc. of Riverside, California in the not -to -exceed amount of $20,000 per year for On -Call
Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025; and
6. Authorize an amendment to the FY24 Budget of $100,000 for capital in the Engineering division of the General Fund.
DISCUSSION:
On September 6, 2020, the Yucaipa City Manager proclaimed a Local Emergency due to the El Dorado Fire in Yucaipa. The fire burned approximately 23,000 acres and watersheds affected by the fire include Wilson Creek, Spoor Creek, and Oak Glen Creek along with various local drainage tributaries.
On December 14, 2021, the Yucaipa City Manager proclaimed a Local Emergency due to the December 2021 Storm Event. Heavy rainfall and severe flooding caused significant damage to the Spoor Canyon area and Wilson Creek crossing at Jefferson Street, and multiple flood control facilities were impacted by debris flows from the El Dorado Fire Areas.
Resolution 2020-64 permitted the City to immediately enter into various agreements for the expenditure of money, including expenditures associated with erosion control measures, grading, desilting/debris basin construction, and repair of drainage facilities at various locations throughout the City. Since 2020, City staff has continued to evaluate the need for emergency contractor work throughout the City and has authorized emergency work to occur in accordance with Resolution No. 2020-64 in order to address conditions that represent immediate threats to public health and safety.
With both local emergencies mentioned above, staff was able to reach out to contractors that were working on City Capital Improvement Program projects, and they were able to quickly mobilize and assist with the necessary emergency work. The work included debris removal, grading, and excavating to clear drainage courses. This scenario may not be the case in future unexpected storm events and/or local emergencies.
On -call emergency construction and maintenance services contracts will provide a mechanism that will allow contractors to mobilize on the City's behalf to assist with any construction -related emergency work that the City is not able to perform, without having contractors currently under contract on City projects.
On July 11, 2023, the City accepted submittals from construction contractors after publicly advertising the Request for Proposals/Qualifications for On -Call Emergency Construction and Maintenance Services. The following five (5) contractors submitted their qualifications/proposals and were deemed qualified to provide the requested services:
Firm
Office Location
1 MCC Equipment Rentals, Inc.
Yucaipa, CA
2 Borden Excavating
Calimesa, CA
3 Jeff Ott Construction
Yucaipa, CA
4 Three Peaks Corporation
Calimesa, CA
5 Jeremy Harris Construction, Inc.
Riverside, CA
Taking into consideration the contractors' experience, approach to the services being requested, and the cost proposal information, staff evaluated the proposals based on the City's administrative qualifications -based selection process. All five (5) contractors were deemed qualified to provide the services being requested. Staff is recommending the award of two (2) year contracts for On - Call Emergency Construction and Maintenance Services to MCC Equipment Rentals, Inc. in the not -to -exceed amount of $20,000 per year; Borden Excavating in the not -to -exceed amount of $20,000 per year; Jeff Ott Construction in the not -to -exceed amount of $20,000 per year; Three Peaks Corporation in the not -to -exceed amount of $20,000 per year; and Jeremy Harris Construction, Inc. in the not -to -exceed amount of $20,000 per year.
It is important to note that all of the contractors listed above have previously provided construction services to the City and their work has been deemed satisfactory.
Staff is recommending the authorization of an amendment to the FY24 Budget of $100,000 to authorize unassigned General Fund resources for potentially required emergency construction and maintenance activities. Should an event occur requiring the use of these contracts, staff will pursue emergency grant funding opportunities to reimburse eligible expenditures, and will return to City Council with recommendations regarding proposed funding sources.
FISCAL IMPACT:
The recommendations included with this item require a FY24 budget amendment of $100,000 to the Engineering division of the General Fund.
Attachments:
1. Construction Agreement
— MCC Equipment Rentals, Inc.
2. Construction Agreement
— Borden Excavating
3. Construction Agreement
— Jeff Ott Construction
4. Construction Agreement
— Three Peaks Corporation
5. Construction Agreement
— Jeremy Harris Construction, Inc.
Approved by:1--
Attachment 1
AGREEMENT
THIS AGREEMENT is made and entered into this 14th day of August 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and MCC Equipment Rentals, Inc. located at
Contractor / Company Name
PO Box 1730
Street Address
Yucaipa CA 923" (909) 795-9300 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Twenty Thousand Dollars and Zero Cents ($20,000.00) per year in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Ana V. Sauseda, Director of General
Services/City Clerk
FUNDS AVAILABLEANSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor Date
CONTRACTOR:
MCC Equipment Rentals, Inc. Date
Attachment 2
AGREEMENT
THIS AGREEMENT is made and entered into this 14th day of August 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Borden Excavating located at 1014 2"d Street
Contractor / Company Name Street Address
Calimesa
City
CA 92320 (909) 795-5410 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, pen -nits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Twenty Thousand Dollars and Zero Cents ($20,000.00) per year in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Ana V. Sauseda, Director of General
Services/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor Date
CONTRACTOR:
Borden Excavating Date
Attachment 3
AGREEMENT
THIS AGREEMENT is made and entered into this 14th day of August 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Jeff Ott Construction , located at
PO Box 1324
Contractor / Company Name Street Address
Yucaipa CA 92399 (909) 797-7474 hereinafter referred to as "Contractor".
City State Zip Code Phone
PROJECT: On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Twenty Thousand Dollars and Zero Cents ($20,000.00) per year in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Ana V. Sauseda, Director of General
Services/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor Date
CONTRACTOR:
Jeff Ott Construction Date
Attachment 4
AGREEMENT
THIS AGREEMENT is made and entered into this 14th day of August 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Three Peaks Corporation located at 1025 Calimesa Blvd. #6 Contractor / Company Name Street Address
Calimesa
City
CA 92320 (909) 795-1690 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Twenty Thousand Dollars and Zero Cents ($20,000.00) per year in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written.
ATTEST:
Ana V. Sauseda, Director of General
Services/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor Date
CONTRACTOR:
Three Peaks Corporation Date
Attachment 5
AGREEMENT
THIS AGREEMENT is made and entered into this 14th day of August 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and •emy Harris Construction, Inc. , located at PO Box 668
Contractor / Company Name
Riverside CA 92501
City State Zip Code
Street Address
(951) 215-0771 hereinafter referred to as "Contractor".
Phone
PROJECT: On -Call Emergency Construction and Maintenance Services for the City of Yucaipa for Fiscal Years 2023/2024 & 2024/2025
WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Project shall consist of the Notice Inviting Sealed Bids, Instructions to Bidders, Proposal, General Specifications, Standard Specifications, Special Provisions, Plans, and all referenced specifications and appendices; together with this Agreement and all required bonds, insurance certificates, permits, notices, and affidavits; and also including any and all addenda or supplemental agreements clarifying, amending, or extending the work contemplated as may be required to insure its completion in an acceptable manner (collectively, the "Contract Documents"). The Contract Documents are made a part hereof as though fully set forth herein.
In consideration of such work, City agrees to pay Contractor and Contractor agrees to accept the sum of Twenty Thousand Dollars and Zero Cents ($20,000.00) per year in the manner provided in the Contract Documents and subject to adjustment provided therein.
Concurrently with the execution of this Agreement, Contractor shall file with the City the bonds and certificates of insurance specified in the Contract Documents and subject to adjustment provided therein.
This Contract shall not be assigned without the written permission of the City Council.
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written ATTEST:
Ana V. Sauseda, Director of General
Services/City Clerk
FUNDS AVAILABLE/INSURANCE
APPROVED:
Phillip White, Director of Finance
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
CITY OF YUCAIPA
A Municipal Corporation
Justin Beaver, Mayor Date
CONTRACTOR:
Jeremy Harris Construction, Inc. Date