CITY OF
AGENDA REPORT
DATE: June 23, 2025
TO: Honorable Mayor and City Council
FROM: Phillip White, Director of Finance
Fermin Preciado, Director of Development Services
Megan Wolfe, Director of Community Services
Ana Sauseda, Director of General Services
Grant Malinowski, Fire Chief
SUBJECT: Fiscal Year 2025-2026 Annual Procurements
RECOMMENDATION:
That the City Council:
Amended Item No. 5
1. Approve and authorize the execution of contracts for the 18 procurements listed in Attachment 1; and
2. Dispense with competitive bid procedures as per Section 2.24.060.A of the City of Yucaipa Municipal Code for items indicated in Attachment 1 as "sole source." BACKGROUND/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 (the 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 Department
• Information technology services are supplemented through a professional services contract.
Staff is requesting authorization to extend the contract through FY 2025-2026 with LAN WAN Enterprise IT Solutions in an amount not to exceed $100,000, which is similar to the annual contract from the prior fiscal year.
Community Services Department
• PropsAv, LLC provides technical director and production services for Yucaipa Performing Arts Center rentals and special events throughout the year, and in addition provides production services for City marketing and podcasts. Estimated annual costs are $380,000. • Advantage Printing provides printing and mailing services for the Your Yucaipa Community Services Activity Guide three times a year at a cost of $50,000. • Jolly Jumps is a vendor for Community Services events, with an estimated annual cost of $40,000.
Development Services Department
• Contract Extensions/Amendments
o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the First Extension and Amendment to the Contract with Borden Excavating, Inc. in the not to exceed amount of $20,000 per year for FY26, FY27, and FY28, to provide on -call emergency construction and maintenance services as requested by the City of Yucaipa.
In accordance with the Program contract specifications, staff has contacted Borden Excavating, Inc. regarding extending the contract for FY26, FY27, and FY28. Borden Excavating, Inc. has agreed to the contract.
o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the First Extension and Amendment to the Contract with Jeff Ott Construction in the not to exceed amount of $20,000 per year for FY26, FY27, and FY28, to provide on -call emergency construction and maintenance services as requested by the City of Yucaipa.
In accordance with the Program contract specifications, staff has contacted Jeff Ott Construction regarding extending the contract for FY26, FY27, and FY28. Jeff Ott Construction has agreed to the contract.
o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the First Extension and Second Amendment to the Contract with Jeremy Harris Construction in the not to exceed amount of $20,000 per year for FY26, FY27, and FY28, to provide on -call emergency construction and maintenance services as requested by the City of Yucaipa.
In accordance with the Program contract specifications, staff has contacted Jeremy Harris Construction regarding extending the contract for FY26, FY27, and FY28.
Jeremy Harris Construction has agreed to the contract.
o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the First Extension and Second Amendment to the Contract with MCC Equipment Rentals, Inc. in the not to exceed amount of $20,000 per year for FY26, FY27, and FY28, to provide on -call emergency construction and maintenance services as requested by the City of Yucaipa.
In accordance with the Program contract specifications, staff has contacted MCC Equipment Rentals, Inc. regarding extending the contract for FY26, FY27, and FY28.
MCC Equipment Rentals, Inc. has agreed to the contract. o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the First Extension and Second Amendment to the Contract with Three Peaks Corporation in the not to exceed amount of $20,000 per year for FY26, FY27, and FY28, to provide on - call emergency construction and maintenance services as requested by the City of Yucaipa.
In accordance with the Program contract specifications, staff has contacted Three Peaks Corporation, regarding extending the contract for FY26, FY27, and FY28. Three Peaks Corporation has agreed to the contract.
o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the Second Extension and Third Amendment to the Contract for FY26 with Animal Pest Management, Inc. in the not to exceed amount of $8,706 per year, for the City's Pest Management Program as requested by the City of Yucaipa.
In accordance with the program contract specifications, staff has contacted Animal Pest Management, Inc., regarding extending the contract for FY26. Animal Pest Management, Inc. 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 2025. The change in the CPI for March of 2025 represents an increase of 2.5%. Animal Pest Management, Inc. has provided the City with satisfactory service throughout the term of the contract. o That the City Council approve and authorize the Interim City Manager to execute and authorize the Interim City Manager or her designee to administer the terms of the Third Extension and Fifth Amendment to the Contract for FY26 with Allison Mechanical, Inc. in the not to exceed amount of $154,624 per year, for HVAC Operations Maintenance and Repair Services at Various City -Owned Public Facilities as requested by the City of Yucaipa.
In accordance with the program contract specifications, staff has contacted Allison Mechanical, Inc., regarding extending the contract for FY26. Allison Mechanical, Inc.
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 2025. The change in the CPI for March of 2025 represents an increase of 2.5%. Allison Mechanical, Inc. has provided the City with satisfactory service throughout the term of the contract. • New Agreements
o That the City Council approve and authorize the Interim City Manager or her designee to administer the terms of the contract with Ace Tree Enterprises, Inc., in the amount of $25,000 per year for FY26 and FY27 for the on -call tree trimming services. o That the City Council approve and authorize the Interim City Manager or her designee to administer the terms of the contract with United Pacific Services, Inc., in the amount of $25,000 per year for FY26 and FY27 for the on -call tree trimming services. o That the City Council approve and authorize the Interim City Manager or her designee to administer the terms of the contract with West Coast Arborists, Inc., in the amount of $25,000 per year for FY26 and FY27 for the on -call tree trimming services. o That the City Council approve and authorize the Interim City Manager or her designee to administer the terms of the contract with Mariposa Tree Management, Inc., in the amount of $25,000 per year for FY26 and FY27 for the on -call tree trimming services. o That the City Council approve and authorize the Interim City Manager or her designee to administer the terms of the contract with Garden Hills Landscape Services, Inc. in the amount of $390,418 ($370,418 for maintenance and $20,000 for repairs) per year for FY26, FY27, and FY28 for landscape maintenance of City Parks, Medians, and Detention Basins.
Fire Services Department
• Flyers Energy has been the City of Yucaipa's fuel supplier for both the fuel card program and the bulk diesel supplier at Fire Station #1. Flyers Energy has demonstrated the ability to deliver on short notice/emergency fuel orders during the busy fire season. Bulk purchased diesel stored at Fire Station #1 also supplies public works' heavy equipment. The requested purchase order will be for $85,000 and the costs are included in the FY26 Budget. • Fire Apparatus Solutions (FAS) is one of a very limited number of vendors in Southern California that provides fire engines and fire pump repair services. FAS has been the City of Yucaipa's historic fire engine repair vendor and the only Kovatch Mobile Equipment (KME) dealer/warranty repair facility in the region. FAS was also found to be the only qualified provider within a reasonable driving/towing distance with an emergency mobile response service into the City. We seek to utilize FAS as a sole source provider due to the existing historic service, KME approved repair facility and proximity to the City. The requested purchase order will be for $100,000 and the costs are included in the FY26 Budget.
• McCray Enterprises provides diesel repair services out of San Bernardino. There is a limited number of vendors within the region and McCray Enterprises also has the capability to work on fire apparatus. In certain cases, diesel repair facilities can provide services at less cost than fire engine repair shops that are required to have additional qualifications and certifications specific to fire. The requested purchase order will be for $40,000 and the costs are included in the FY26 Budget.
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 FY26 Budget and therefore no further fiscal impact is anticipated.
Attachment:
1. Annual Procurements Summary
Approved by:
ATTACHMENT 1
General Services
Vendor
1 LAN WAN Enterprise IT Solutions
Community Services
Vendor
2 PropsAv, LLC
3 Advantage Printing
4 Jolly Jumps
Development Services
Vendor
5 Borden Excavating, Inc
6 Jeff Ott Construction
7 Jeremy Harris Construction
8 MCC Equipment Rentals, Inc
9 Three Peaks Corporation
10 Animal Pest Management Services, Inc
11 Allison Mechanical, Inc
12 Ace Tree Enterprises
13 United Pacific Services, Inc
14 West Coast Arborists
15 Mariposa Tree Management, Inc
15a Garden Hills Landscape Services
Fire Services
Vendor
16 Flyers Energy
17 Fire Apparatus Solutions
18 McCray Enterprises
FY26 Annual Procurements Summary
Amended Attachment 1
Amount Description
$ 100,000 Contracted IT support
Amount Description
Production services for YPAC, special events & City
marketing and podcast support
Printing and mailing services for the Your Yucaipa
Community Services Activity
$ 40,000 Vendor for Community Services events
$ 380,000
$ 50,000
Amount
$ 20,000
$ 20,000
$ 20,000
$ 20,000
$ 20,000
$ 8,706
$ 154,624
$ 25,000
$ 25,000
$ 25,000
$ 25,000
$ 390,418
Amount
$ 85,000
$ 100,000
$ 40,000
Description
On -call emergency construction and maintenance
On -call emergency construction and maintenance
On -call emergency construction and maintenance
On -call emergency construction and maintenance
On -call emergency construction and maintenance
Pest Management Program
HVAC Operations Maintenance and Repair Services
On -call tree trimming services
On -call tree trimming services
On -call tree trimming services
On -call tree trimming services
Landscape maintenance Parks, Medians & Detention
Basin
Description
Fuel cards and bulk fuel
Engine and pump repair services
Diesel repair services
Method of Procurement
sole source - renewal
Method of Procurement
sole source - renewal
sole source - renewal
sole source - renewal
Method of Procurement
1st extension
1st extension
1st extension
1st extension
1st extension
2nd extension
3rd extension
RFP/RFQ
RFP/RFQ
RFP/RFQ
RFP/RFQ
RFP/RFQ
Method of Procurement
Sole source - renewal
Sole source - renewal
Sole source - renewal