Agenda Item No.
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Phillip White, Director of FinanckOR
Fermin Preciado, Director of Deve ment Services
Megan Wolfe, Director of Community Services k W
Ana Sauseda, Director of General Services pv(r
Joe Pradetto, Director of Governmental Affairs
FOR: City Council Meeting of June 24, 2024
SUBJECT: Fiscal Year 2024-2025 Annual Procurements
RECOMMENDATION
That the City Council:
1. Authorize the execution of contracts for the 40 procurements listed in Attachment 1; and
2. Dispense with competitive bid procedures as per Section 2.24.080.A of the City of Yucaipa Municipal Code for items 1 through 7.
DISCUSSION
Each year, the City enters into various contracts for services to be performed throughout the fiscal year. Such services range from information technology support to on -call engineering. The agreements have been summarized and consolidated into this staff report by department. Each of these procurements has followed the processes outlined in the City of Yucaipa Purchasing Policy and Procedures manual (purchasing policy). For certain products and services as noted on this list, City staff is requesting the City Council dispense with competitive bid procedures as per Section
2.24.060.A of the Code as it would be "impracticable, useless and uneconomical" to follow such procedures. Such procurements have followed the "sole source" processes in the purchasing policy.
General Services
• Renewal of Office 365 subscriptions in the amount of $53,070, with a contingency for additional licenses, not to exceed $60,000.
• Information technology services are supplemented through a professional services contract. Staff is requesting authorization to extend the contract through FY 2024-2025 with LAN WAN Enterprise IT Solutions in an amount not to exceed $100,000, which represents a decrease in scope down from $145,000 in the prior year.
Development Services - Contract Extensions/Amendments
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 with Animal Pest Management Services, Inc. (APM) in the not to exceed amount of $7,053 for City's Pest Management Program.
In accordance with the Program contract specifications, staff has contacted APM regarding extending the contract for FY25. APM has agreed to an Extension and Amendment to the contract and an increase in the contract price based on the change in the CPI for the Riverside - San Bernardino -Ontario, CA Area for all Urban Areas for March of 2024. The change in the CPI for March 2024 represents an increase of 4.3%. APM has provided the City with satisfactory service throughout the term of the contract. • That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the Second Extension and Third Amendment to the Contract for FY25 with Allison Mechanical, Inc. (Allison) in the not to exceed amount of $117,058 ($37,058-Maintenance and $80,000-Repairs) for the On -Call HVAC Operations and Maintenance Services at Various City -Owned Public Facilities program.
In accordance with the Program contract specifications, staff has contacted Allison regaining extending the contract for FY25. Allison has agreed to an Extension and Amendment to the contract and an increase in the contract price based on the change in the CPI for the Riverside - San Bernardino -Ontario, CA Area for all Urban Areas for March of 2024. The change in the CPI for March 2024 represents an increase of 4.3%. Allison has provided the City with satisfactory service throughout the term of the contract. • That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the Second Extension and Amendment to the Contract for FY25 with Excel Landscape, Inc. (Excel) in the not to exceed amount of $437,634 for landscape maintenance and repair services for the City's Parks, Medians, and Detention Basin Landscape Maintenance Program.
In accordance with the Program contract specifications, staff has contacted Excel regarding extending the contract for FY25. Excel has agreed to an Extension and Amendment to the contract and an increase in the contract price based on the change in the CPI for the Riverside - San Bernardino -Ontario, CA Area for all Urban Areas for March of 2024. The change in the CPI for March 2024 represents an increase of 4.3%. Excel has provided the City with satisfactory service throughout the term of the contract. • That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of Amendment No. 1 to the Contract for FY25 and FY26 with Merchants Building Maintenance, LLC (MBM) in the not to exceed amount of $157,993 for the Janitorial Services for City Facilities program. • That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 with APT Solar Company in the not to exceed amount of $15,000
to provide operations, maintenance, and monitoring services for City -owned solar facilities at various facilities within the City of Yucaipa.
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with Duthie Power Services in the not to exceed amount of $40,000 per year, to provide generator maintenance, repair, and fueling services as requested for the City of Yucaipa.
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with JCA Engineering in the not to exceed amount of $100,000 (per year) to provide on -call professional electrical engineering design services as requested for the City of Yucaipa.
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with Design West Engineering in the not to exceed amount of $30,000 (per year) to provide on -call professional electrical engineering design services as requested for the City of Yucaipa.
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with Hartzog & Crabill in the not to exceed amount of $100,000 (per year) to provide on -call professional transportation and traffic engineering services as requested for the City of Yucaipa.
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with Fehr & Peers in the not to exceed amount of $50,000 (per year) to provide on -call professional transportation and traffic engineering services as requested for the City of Yucaipa.
• That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with Michael Baker International in the not to exceed amount of $50,000 (per year) to provide on -call professional transportation and traffic engineering services as requested for the City of Yucaipa. • That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract for FY25 and FY26 with CBRE, Inc. (formally Integra Realty Resources) in the not to exceed amount of $50,000 (per year) to provide on -call professional real estate appraisal services as requested for the City of Yucaipa. • That the City Council authorize the City Manager to execute and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to
the Contract for FY25 and FY26 with Bender Rosenthal, Inc. in the not to exceed amount of $50,000 (per year) to provide on -call professional real estate appraisal services as requested for the City of Yucaipa.
Development Services — New Agreements
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Animal Pest Management Services, Inc. in the amount of $55,112 ($50,112 for monthly service and $5,000 for emergency services) per year for the Gopher and Rodent Control Program — Project No. 11215.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Excel Landscape, Inc. in the amount of $352,028.19 ($282,028.19 for monthly maintenance and $70,000 for repairs) per year for the Plans and Special Provisions for Landscape Lighting Maintenance District — Project No. 11213. • That the City Council authorize the City Manager or his designee to administer the terms of the contract with Econolite in the amount of $150,000 ($47,000 for monthly maintenance and $103,000 for repairs) per year for the Providing Traffic Signal Maintenance Services program.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with B&R Consulting Engineers, Inc. in the amount of $400,000 for on -call Professional Project Engineering, Construction Contract Administration, Coordination and Inspection/Survey Services for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Southstar Engineering Consulting, Inc. in the amount of $100,000 for on -call Professional Project Engineering, Construction Contract Administration, Coordination and Inspection/Survey Services for FY25-FY27. • That the City Council authorize and City Manager or his designee to administer the terms of the contract with Terracon in the amount of $100,000 for on -call Material and Soils Inspection and Testing Services for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Geocon West, Inc. in the amount of $100,000 for on -call Material and Soils Inspection and Testing Services for FY25-FY27.
• That the City Council authorize and authorize the City Manager or his designee to administer the terms of the contract with Fenagh Engineering and Testing in the amount of $50,000 for on -call Material and Soils Inspection and Testing Services for FY25-FY27. • That the City Council authorize the City Manager or his designee to administer the terms of the contract with Geotek in the amount of $50,000 for on -call Material and Soils Inspection and Testing Services for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terns of the contract with TKE Engineering, Inc. in the amount of $100,000 for on -call Professional Engineering & Land Survey Services for FY25-FY27. • That the City Council authorize the City Manager or his designee to administer the terns of the contract with B&R Consulting Engineers, Inc. in the amount of $100,000 for on -call Professional Engineering & Land Survey Services for FY25-FY27. • That the City Council authorize the City Manager or his designee to administer the terms of the contract with IMEG in the amount of $100,000 for on -call Professional Engineering & Land Survey Services for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Hernandez, Kroone, & Associates Engineers and Land Surveyors in the amount of $100,000 for on -call Professional Engineering & Land Survey Services for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Placeworks in the amount of $200,000 for on -call Planning and Environmental Review Services, Including CEQA Analysis for Entitlement of Private Land Developments for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with EPD Solutions, Inc. in the amount of $200,000 for on -call Planning and Environmental Review Services, Including CEQA Analysis for Entitlement of Private Land Developments for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with CASC in the amount of $200,000 for on -call Planning and Environmental Review Services, Including CEQA Analysis for Entitlement of Private Land Developments for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with EcoTierra Consulting in the amount of $200,000 for on -call Planning and Environmental Review Services, Including CEQA Analysis for Entitlement of Private Land Developments for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with MNS Engineers, Inc. in the amount of $200,000 for on -call Planning and Environmental Review Services, Including CEQA Analysis for Entitlement of Private Land Developments for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Dudek in the amount of $300,000 for on -call Professional Environmental Services for Project Review, Including CEQA Analysis for Public Projects and Resource Agency Permitting and Mitigation for FY25-FY27.
• That the City Council authorize the City Manager or his designee to administer the terms of the contract with Placeworks in the amount of $250,000 for on -call Professional Environmental Services for Project Review, Including CEQA Analysis for Public Projects and Resource Agency Permitting and Mitigation for FY25-FY27.
Governmental Affairs
• Contract with Imperio Strategies, LLC. for education support services including mail, digital ad development and deployment in an amount not to exceed $210,000. This procurement is a sole -source contract that complied with the applicable provisions of the Purchasing Policy.
Community Services
• PropsAv, LLC provides technical director and production services for Yucaipa Performing Arts Center rentals and various special events throughout the year by PropsAv, LLC.
Estimated costs of $358,000 are calculated per event.
• Advantage Mailing LLC provides printing and mailing services for the Your Yucaipa Community Services Activity Guide three times a year at a cost of $60,000. • Calimesa Tech Services provides electrical support for special events including generators, power boxes, cables, and electrician support at a cost of $65,000. • The S.T.A.R. S. after school program has increased programming in FY 2024 -2025. M&J Paul Enterprises Inc provides entertainment activities for the program and for city special events at a cost of $130,000.
Attachment 1 includes each vendor, a description of the service provided, a reference to the procurement method followed, and the dollar value of the contract.
FISCAL IMPACT
The costs associated with the agreements have been considered in the development of the adopted FY25 Budget and therefore no further fiscal impact is anticipated.
Attachment
1. Annual Procurements Summary
Approved by:
ATTACHMENT 1
General Services
Vendor
1 Microsoft
2 LAN WAN Enterprise IT Solutions
Community Services
Vendor
3 PropsAv, LLC
4 Advantage Mailing LLC
5 Calimesa Tech Services
6 M&J Paul Enterprises Inc
Governmental Affairs
Vendor
7 Imperio Strategies, LLC
Development Services
Vendor
8 Animal Pest Management Services, Inc
9 Allison Mechanical, Inc
10 Excel Landscape, Inc
11 Merchants Building Maintenance, LLC
12 APT Solar Company
13 Duthie Power Services
14 JCA Engineering
15 Design West Engineering
16 Hartzog & Crabill
17 Fehr & Peers
18 Michael Baker
19 CBRE, Inc
20 Bender Rosenthal, Inc
21 Animal Pest Management Services, Inc
22 Excel Landscape, Inc
23 Econolite
24 B&R Consulting Engineers, Inc
25 Southstar Engineering Consulting, Inc
26 Terracon
27 Geocon West, Inc
FY25 Annual Procurements Summary
Attachment 1
Amount
$ 60,000
$ 100,000
Amount
$ 358,000
$ 60,000
$ 65,000
$ 130,000
Amount
Description
Office 365 subscriptions
Contracted IT support
Description
Production services for YPAC
Printing and mailing services for the Your
Yucaipa Community Services Activity
Electrical for special events
S.T.A.R.S. programming
Description
$ 210,000 Mailing, digital ad development and deployment Amount Description
$ 7,053 Pest management
$ 117,058
$ 437,634
$ 157,993
$ 15,000
$ 40,000
$ 100,000
$ 30,000
$ 100,000
$ 50,000
$ 50,000
On -call HVAC Operations and Maintenance Services
Park, median, and basin maintenance
Janitorial services for city facilities
Operations, maintenance and monitoring services
Generator maintenance, repair and fueling services
On -call professional electrical engineering design
services
On -call professional electrical engineering design
services
On -call professional transportation and traffic
engineering services
On -call professional transportation and traffic
engineering services
On -call professional transportation and traffic
engineering services
$ 50,000 On -call professional real estate appraisel services 50,000 On -call professional real estate appraisel services 55,112 Gopher and rodent control
352,029 Landscape lighting maintenance district
150,000 Traffic signal maintenance
On -call professional project engineering,
construction contract administration, coordination
$ 400,000 and inspection/survey services
On -call professional project engineering,
construction contract administration, coordination
$ 100,000 and inspection/survey services
On -call material and soils inspection and testing
$ 100,000 services
On -call material and soils inspection and testing
$ 100,000 services
Method of Procurement
sole source - renewal
sole source - renewal
Method of Procurement
sole source - renewal
sole source - renewal
sole source - renewal
sole source - renewal
Method of Procurement
sole source
Method of Procurement
1st extension
2nd extension
2nd extension
amendment 1
1st extension
1st extension
1st extension
1st extension
1st extension
1st extension
1st extension
1st extension
1st extension
request for proposal
request for proposal
RFQ/RFP
RFQ/RFP
RFQ/RFP
RFQ/RFP
RFQ/RFP
28 Fenagh Engineering and Testing
29 Geotek
30 TKE Engineering
31 B&R Consulting Engineers, Inc
32 I M EG
33 Hernandez, Kroone &Associates
34 Placeworks
35 EPD Solutions, Inc
36 CASC
37 EcoTierra Consulting
38 MNS Engineers, Inc
39 Dudek
40 Placeworks
On -call material and soils inspection and testing
$ 50,000 services
On -call material and soils inspection and testing
50,000 services
100,000 Professional engineering and land survey services 100,000 Professional engineering and land survey services 100,000 Professional engineering and land survey services 100,000 Professional engineering and land survey services
RFQ/RFP
RFQ/RFP
RFQ/RFP
RFQ/RFP
RFQ/RFP
RFQ/RFP
$ 200,000 On -call planning and environmental review services RFQ/RFP $ 200,000 On -call planning and environmental review services RFQ/RFP $ 200,000 On -call planning and environmental review services RFQ/RFP $ 200,000 On -call planning and environmental review services RFQ/RFP $ 200,000
$ 300,000
$ 250,000
On -call planning and environmental review services
On -call professional environmental services
On -call professional environmental services
RFQ/RFP
RFQ/RFP
RFQ/RFP