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DATE:
STAFF REPORT
June 22, 2026
Item No. 18
TO: Honorable Mayor and City Council
FROM: Hrant Manuelian, Director of Finance
Fermin Preciado, Director of Development Services
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Megan Wolfe, Director of Community Services %Av4
Ana Sauseda, Director of General Services ,c�l
Trevor Benson, Public Safety Manager -M
Grant Malinowski, Fire Chief CaPA
SUBJECT: Fiscal Year 2026-2027 Annual Procurements
RECOMMENDATION:
That the City Council:
1. Approve and authorize the procurement and execution of the contracts for the 17 procurements listed in Attachment 1; and
2. Approve and authorize the procurement and execution of the multi -year contracts for the 14 procurements listed in Attachment 2; and
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 and Attachment 2 as "sole source"; or
4. Provide further direction to staff.
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. 06/22/2026 City Council Agenda 435
General Services Department
+ The annual Microsoft licensing is renewed annually with Liftoff, LLC. The renewal amount for FY27 is $80,000.
* SaaS fees are recurring fees billed annually by Tyler Technologies, Inc. The annual fees for FY27 are $167,000.
* Verkada is a security platform. Staff is requesting to renew the licensing and maintenance for a 5-year term; the amount to be paid in FY27 for the 5-year term is $145,000 * Information Technology Services are supplemented through a professional services contract.
Staff is requesting authorization to extend the contract with LAN WAN Enterprise, Inc., through FY28, at $103,000 for FY27 and $106,090 for FY28, which is similar to the prior fiscal year's annual contract,
* Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the contract with Madison Al in the amount of $35,000 for FY27 for a city-wide artificial intelligence platform that will improve efficiency and service delivery by automating routine tasks.
Community Services Department
• Big Time Design provides custom apparel used for staff uniforms and events. Staff requests that the City Council approve and authorize the City Manager, or his designee, to administer the terms of a 2-year contract for FY27 and FY28 at $50,000 per year. * Diamond Environmental Services, LP, provides restrovm, sink, and fencing rentals. Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 2-year contract with Diamond Environmental Services, LP, for event rentals in FY27 and FY28 at $50,000 per year.
• Props AV provides technical director and production services for Yucaipa Performing Arts Center events and facility rentals, as well as special events throughout the year. Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 2-year contract with Props Av, LLC, for FY27 and FY28, at $354,000 per year. + Advantage Printing provides printing and mailing services for the Your Yucaipa Community Services Activity Guide. Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the 2-year contract for FY27 and FY28 at $45,000 per year.
• Calimesa Tech Services provides power equipment and electrical services. The Community Services Department uses these services for various city events and festivals. Staff' requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 2-year contract for FY27 and FY28 at $35,000 per year. 06/22/2026 City Council Agenda 436
Development Services Department
# Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the Fourth Extension and Amendment to the Contract with Allison Mechanical, Inc for HVAC Maintenance and Repair Services, not to exceed the amount of $155,802 for FY27.
• Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the Third Extension and Amendment to the Contract with Animal Pest Management Services for the Pest Management Program, not to exceed the amount of $14,130 for FY27.
+ Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract with Animal Pest Management Services for the Gopher and Rodent Control Program, not to exceed the amount of $60,027 for FY27.
• Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the contract with California Consulting, Inc for Professional Grant Writing Services, not to exceed the amount of $60,000 for FY27 Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the First Extension and Amendment to the Contract with Excel Landscape, Inc for LLMD Landscape Maintenance, not to exceed the amount of $368,000 for FY27.
• Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the Third Amendment to the Contract with Econolite Systems, Inc for Traffic Signal Maintenance and Repairs, not to exceed the amount of $4I9,900 for FY27. • Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of the contract with Duthie Power Services for the maintenance and repairs of the emergency backup generators in the amount of $30,000 for FY27.
Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Minagar & Associates, Inc for On -Call Traffic Engineering Services, not to exceed the amount of $200,000 for FY27-FY29. The Contract amount is for the full 3-year period, with no fixed annual amount. • Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Fehr & Peers for On -Call Traffic Engineering Services, not to exceed the amount of $200,000 for FY27-FY29. The Contract amount is for the full 3-year period, with no fixed annual amount.
Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Michael Baker, Inc for On -Call Traffic 06/22/2026 City Council Agenda 437
Engineering Services, not to exceed the amount of $200,000 for FY27-FY29. The Contract amount is for the full 3-year period, with no fixed annual amount. • Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Hartzog and Crabill, Inc for On -Call Traffic.
Engineering Services, not to exceed the amount of $200,000 for FY27-FY29. The Contract amount is for the full 3-year period, with no fixed annual amount. « Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with JCA Engineering, Inc for On -Call Electrical Engineering Services, not to exceed the amount of $50,000 for FY27-FY29. The Contract amount is for the fall 3-year period, with no fixed annual amount. « Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Design West Engineering, Inc for On -Call Electrical Engineering Services, not to exceed the amount of $50,000 for FY27-FY29. The Contract amount is for the full 3-year period, with no fixed annual amount. * Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Bender Rosenthal, Inc for On -Call Professional Real Estate Appraisal Services, not to exceed the amount of $100,000 for FY27- FY29. The Contract amount is for the full 3-year period, with no fixed annual amount. « Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a 3-year contract with Curtis Rosenthal, Inc for On -Call Professional Real Estate Appraisal Services, not to exceed the amount of $100,000 for FY27 FY29. The Contract amount is for the full 3-year period, with no fixed annual amount, 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 #l. 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 purchase order requested will be $140,000, and the costs are included in the FY27 Budget.
Fire Apparatus Solutions (FAS) is one of the very limited number of vendors in Southern California that provide 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 (TOME) 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 its existing service history, TOME -approved repair facility, and proximity to the city. The requested purchase order will be for $300,000, and the costs are included in the FY27 Budget. 06/22/2026 City Council Agenda 438
* Yeager's Diesel & Auto provides diesel repair services in Yucaipa. There is a limited number of vendors within the region. In certain cases, diesel repair facilities can provide services at a lower cost than fire engine repair shops, which are required to have additional qualifications and certifications specific to fire. The purchase order requested will be $50,000, and the costs are included in the FY27 Budget.
The San Bernardino County Innovation and Technology Department invoices the Fire Department monthly for 800 MHz radio communication system access and maintenance. The requested purchase order will be for $40,000, and the costs are included in the FY27 Budget. • Contract 3CA06943 is an annual contract for the Wildland Fire Protection Program. The amount of the FY27 terra will be $106,714.
Police Services Department
a Staff requests that the City Council approve and authorize the City Manager or his designee to administer the terms of a contract with CAL ID for DNA, Fingerprint, and Crime Scene Ballistic Matching at $70,000 for FY27.
FISCAL IMPACT:
The costs associated with the agreements have been considered in developing the adopted FY27 Budget; therefore, no fiscal impact is anticipated as a result of these recommendations.
Attachment(s):
1. Annual Procurements Summary
2, Multi -Year Procurement Summary
06/22/2026 City Council Agenda 439
ATTACHMENT
06/22/2026 City Council Agenda 440
General Services
Vendor
1 Liftoff, LLC
2 Tyler Technologies, Inc
3 Madison Al
4 GHA Technologies, Inc
Development Services
Vendor
FY27Annual Procurements Summary
Attachment 1
Amount
Description
$ 80,000
Microsoft annual renewal
$ 167.000
Annual SaaS fees
$ 35,000
City-wide Al platform
$ 145,000
Verkada 5-Yrlicensing and maintenance
Amount Description
Method of Procurement
sole source
sole source
sole source
sole source
Method of Procurement
5 Allison Mechanical, Inc
$
155,802
HVAC Operations Maintenance and Repair Services
41h extension
6 Animal Pest Management Services, Inc
$
14,130
Pest Management Program
3rd extension
7 Animal Pest Management Services, Inc
$
60,027
Gopher and Rodent Control Program
1st extension
8 California Consulting
$
60,000
Professional Grant Writing Services
RFQ/RFP
9 Excel Landscape, Inc
$
368,000
LLMD Landscape Maintenance Program
1st extension
10 Econolite Systems, Inc
$
419,900
Traffic Signal Maintenance and Repairs
3rd amendment
11 Duthie Power Services
$
30,000
Maintenance and Repairs for Emergency Backup Generators
RFQ/RFP
Fire Services
Vendor
Amount
Description
Method of Procurement
12 Flyers Energy
$
140,000
Fuel cards and bulk diesel fuel
Sole source
13 Fire Apparatus Solutions
$
300,000
Engine and pump repair services
Sole source
14 Yeager's Diesel & Auto Inc
$
50,000
Diesel repair services
Sole source
15 SBC Innovation and Technology Department
$
40,000
800mhz radio access and maintenance
Sole source
16 California Dept of Forestry and Fire Protection
$
106,714
Wildland Fire Protection Agreement
Sole source
Police Services
Vendor
Amount
Description
Method of Procurement
17 CAL ID
$
70,000
DNA, Fingerprint, Crime Scene Ballistic Matching
Sole source
06/22/2026 City Council Agenda 441
ATTACHMENT 2
06/22/2026 City Council Agenda 442
FY27 Multi -Year Procurement Summary
Attachment 2
Generat5ervices
FY27
FY28
FY27-29 Contract
Vendor
Amount
Amount
Amount
Description
Method of Procurement
1 LAN WAN Enterprise Inc
$ 103,000
$ 106,090
Contracted IT support
sole source - renewal
Community services
Vendor
Amount
Amount
Amount
Description
Method of Procurement
2 Big Time Design
$ 50,000
$ 50,000
Community Services Department uniforms and event shirts Informal bid
3 Diamond Environmental Services, LP
$ 50,000
$ 50,000
Restroom and fencing rentals for events
Informal bid
4 Props AV, LLC
$ 354.000
$ 354,000
Production and audio visual services for YPAC and city events sole source
5 Advantage Mailing, LLC
$ 45,000
$ 45,000
Your Yucaipa Community Services Guide printing and malt services RFP
6 Calimesa Tech Services
$ 35,000
$ 35,000
Power equipment rental and electrical services for city events Informal bid
Development Services
Vendor
Amount
Amount
Amount
Description
Method of Procurement
7 Minagar & Associates, Inc
$
200.000
amount)
RFPIRFQ
8 Fehr & Peers
$
200,000
amount)
RFPIRFQ
9 Michael Baker, Inc
$
200,000
amount)
RFPIRFQ
10 Hartzog and CrabilL, Inc
$
200,000
amount)
RFP/RFQ
11 JCA Engineering, Inc
$
50,000
annual amount)
RFP/RFQ
12 Design West Engineering, Inc
$
50,000
annual amount)
RFP/RFQ
13 Bender Rosenthal, Inc
$
100,000
no fixed annual amount)
RFP/RFQ
14 Curtis Rosenthal, Inc
$
100,000
no fixed annual amount)
RFP/RFQ
06/22/2026 City Council Agenda 443