HomeMy WebLinkAbout11 - As -Needed General Building Maintenance and Repair ServicesSeptember 26, 2017
Agenda Item No. 11
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Mike Pisani, Municipal Operations Director - 949-644-3055,
mpisani@newportbeachca.gov
PREPARED BY: Shelby Morgan, Management Assistant
smorgan()newportbeachca.gov
PHONE: 949-644-3013
TITLE: Approval of Amendment No. One to Agreement with Emilio Ramirez
dba RAMCO General Engineering Contractors for As -Needed
General Building Maintenance and Repair Services
ABSTRACT:
City Departments utilize outside contractors to perform general building maintenance and
repair services to keep our facilities well maintained. One of the current agreements for
this service is with Emilio Ramirez dba RAMCO General Engineering Contractors
("RAMCO"). This contract has a not -to -exceed amount that is insufficient for the work
already completed. Staff is requesting an increase in the agreement limit to pay current
invoices.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or indirectly;
and
b) Approve Amendment No. One with Emilio Ramirez dba RAMCO General Engineering
Contractors for as -needed general building maintenance and repair services,
increasing the compensation by $21,000 to $141,000, and authorize the Mayor and
City Clerk to sign the agreement.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this purchase. It will be
expensed to the appropriate accounts in the Municipal Operations Department.
Approve Amendment No. One with Emilio Ramirez dba RAMCO General Engineering
Contractors for As -Needed General Building Maintenance and Repair Services
September 26, 2017
Page 2
DISCUSSION:
On October 24, 2016, MOD entered into two contracts for as -needed general building
maintenance and repair services including carpentry, electrical repairs, and other
miscellaneous repair work. These contracts were executed with RAMCO and All
American Mechanical Contractors ("AAMC'). Following execution of the agreements,
staff sought proposals from the two contractors for specialty jobs, and RAMCO, being
consistently less expensive, received the majority of the work.
Among the work completed by RAMCO was repair and refurbishment of benches on
Marine Avenue on Balboa Island, door replacement in fire stations, and a remodel of the
emergency Department Operations Center for the Municipal Operations Department.
This agreement has met its spending limit; therefore, staff will be sending out another
RFP for this service in the very near future, seeking additional contractors at a lower cost.
In the interim, there are extra invoices that need to be paid totaling $21,000. To allow the
City to pay these remaining invoices, Municipal Operations Department thus recommends
Amendment No. One be executed for an additional amount not -to -exceed $21,000.
Following this action, no further work will be performed under this agreement.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Amendment No. One with RAMCO General Engineering Contractors
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ATTACHMENT A
AMENDMENT NO. ONE TO
ON-CALL MAINTENANCE/REPAIR SERVICES AGREEMENT
WITH EMILIO RAMIREZ FOR
AS -NEEDED GENERAL BUILDING MAINTENANCE AND REPAIR SERVICES
.THIS AMENDMENT NO. ONE TO ON-CALL MAINTENANCE/REPAIR
SERVICES AGREEMENT ("Amendment No. One") is made and entered into as of this
26th day of September, 2017 ("Effective Date"), by and between the CITY OF NEWPORT
BEACH, a California municipal corporation and charter city ("City"), and EMILIO
RAMIREZ, a sole proprietor doing business as ("DBA") RAMCO GENERAL
ENGINEERING CONTRACTORS ("Contractor"), whose address is 10545 Dale Road,
Agua Dulce, California 91390, and is made with reference to the following:
RECITALS
A. On October 24, 2016, City and Contractor entered into a Professional Services
Agreement ("Agreement") for Contractor to perform as needed maintenance
and/or repair services for City on an on-call basis ("Project").
B. Since entering into the Agreement, Contractor was asked to perform a higher
volume of Work than was originally anticipated. Such Work includes performing as
needed maintenance and/or repair services for City on an on-call basis.
C. The parties desire to enter into this Amendment No. One to reflect these additional
Services or Work not anticipated in the Agreement, and to increase the total
compensation
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as
follows:
1. COMPENSATION TO CONTRACTOR
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Contractor for the Services on a time and expense not -to -exceed
basis in accordance with the provisions of this Section and the Letter Proposal and the
Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by
reference. Except as otherwise provided herein, no rate changes shall be made during
the term of this Agreement without the prior written approval of City. Contractor's
compensation for all Services performed in accordance with this Agreement, including all
reimbursable items, shall not exceed One Hundred Forty One Thousand Dollars and
00/100 ($141,000.00)."
The total amended compensation reflects Contractor's additional compensation for
additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subcontractor fees, in an amount not to exceed
Twenty One Thousand Dollars and 00/100 ($21,000.00).
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2. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties have caused this Amendment No. One to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTOINEY'S OFFICE
Dater 17
By:
Aaron C. Harp
City Attorney
ATTEST:
Date:
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Kevin Muldoon
Mayor
CONTRACTOR: Emilio Ramirez, a sole
proprietor dba RAMCO, General
Engineering Contractors
Date:
By: By:
Leilani I. Brown Emilio Ramirez
City Clerk Sole Proprietor
[END OF SIGNATURES]
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