Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Fermin Preciado, Director of Development Services/City Engineer Benjamin Matlock, Deputy Director of munity Development/City Plannerw�`l� c4 alyst < Todd Gutjahr, Public Works Ano
FOR: City Council Meeting of November 27, 2023
SUBJECT: Award of Contracts — On -Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25
RECOMMENDATION:
That the City Council:
1. 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 Servpro of Chino, California in the not -to -exceed amount of $40,000 per year for On -Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25; 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 HCI Environmental and Engineering Services of Corona, California in the not -to -exceed amount of $20,000 per year for On - Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25; 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 CPAC Commercial Maintenance, LLC of Yucaipa, California in the not -to -exceed amount of $20,000 per year for On -Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25; and
4. Authorize an amendment to the FY24 Annual Operating Budget to increase the expense budget in the Development Services Department, Code Enforcement Division Other Contracted Services account by $80,000 to a total of $125,000.
DISCUSSION:
On -call Code Enforcement/Property Abatement Contract Services contracts will provide emergency Code Enforcement and property abatement work that the City is not able to perform, without having contractors currently under contract on City projects. These services include but are not limited to clean-up of yards/lots, removal of graffiti, and securing of structures.
On November 14, 2023, the City accepted submittals from contractors after publicly advertising the Request for Proposals/Qualifications for On -Call Code Enforcement/Property Abatement
Contract Services. The following three (3) contractors submitted their qualifications/proposals and were deemed qualified to provide the requested services:
Firm
Office Location
1 Servpro
Chino, California
2 HCI Environmental and Engineering Services
Corona, California
3 CPAC Commercial Maintenance, LLC
Yucaipa, California
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 three (3) contractors were deemed qualified to provide the services being requested. Staff is recommending the award of two (2) year contracts for On - Call Code Enforcement/Property Abatement Contract Services to Servpro in the not -to -exceed amount of $40,000 per year; HCI Environmental and Engineering Services in the not -to -exceed amount of $20,000 per year; and CPAC Commercial Maintenance, LLC in the not -to -exceed amount of $20,000 per year.
FISCAL IMPACT:
The City will incur the Property Abatement Contract expenses as the services are provided and will pursue cost recovery by attaching a lien to the property where the work is being completed.
If approved, the expense budget will be available in the Development Services Department FY24 Annual Operating Budget.
Attachments:
1. Construction Agreement — Servpro
2. Construction Agreement — HCI Environmental and Engineering Services
3. Construction Agreement — CPAC Commercial Maintenance, LLC Approved by:
Attachment 1
AGREEMENT
THIS AGREEMENT is made and entered into this 27" day of November 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and Servpro located at
Contractor / Company Name
Chino
City
13885 Redwood Ave.
Street Address
CA 91710 (760) 454-9268 hereinafter referred to as "Contractor".
State Zip Code Phone
SERVICE: On -Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Service shall consist of the Request for Qualifications/Proposals document 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 Forty Thousand Dollars and Zero Cents ($40,000.00) 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 fast above written ATTEST:
CITY OF YUCAIPA
A Municipal Corporation
Ana V. Sauseda, Director of General Chris Mann, City Manager Date Services/City Clerk
FUNDS AVAILABLE/INSURANCE CONTRACTOR:
APPROVED:
Phillip White, Director of Finance Servpro Date
Fermin G. Preciado, Director of
Development Services/City Engineer
APPROVED AS TO FORM:
Steven Graham, City Attorney
Attachment 2
AGREEMENT
THIS AGREEMENT is made and entered into this 27`h day of November 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and HCI Environmental and Engineering
Services located at
Contractor / Company Name
Corona
City
1680 Commerce Street
Street Address
CA 92880 (800) 988-4424 hereinafter referred to as "Contractor".
State Zip Code Phone
PROJECT: On -Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Service shall consist of the Request for Qualifications/Proposals document 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
Chris Mann, City Manager Date
CONTRACTOR:
HCI Environmental and Engineering Date
Services
Attachment 3
AGREEMENT
THIS AGREEMENT is made and entered into this 2711 day of November 2023, by and between the City of Yucaipa, a municipal corporation, hereinafter referred to as "City", and CPAC Commercial Maintenance, LLC located at
Contractor / Company Name
Yucaipa CA
City State
PO Box 791
Street Address
92399 (909) 525-0372 hereinafter referred to as "Contractor".
Zip Code Phone
PROJECT: On -Call Code Enforcement/Property Abatement Contract Services for FY24 & FY25 WITNESSETH, in this consideration of their covenants, the parties hereto agree as follows:
The contract documents for the Service shall consist of the Request for Qualifications/Proposals document 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
Chris Mann, City Manager Date
CONTRACTOR:
CPAC Commercial Maintenance, LLC Date