CC SR 20200616 J - FY20-21 Blanket PO and Contracts Over $25000
CITY COUNCIL MEETING DATE: 06/16/2020
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to approve ongoing professional service agreements,
amendments and blanket purchase orders for Fiscal Year 2020-21 in excess of
$25,000.
RECOMMENDED COUNCIL ACTION:
(1) Approve the ongoing professional service agreements;
(2) Authorize the Mayor to execute the amendments contingent upon approval of
amendments by the City Attorney as to form ; and,
(3) Approve blanket purchase orders for FY 2020-21 in excess of $25,000 for
various City Departments
FISCAL IMPACT: $5,713,124 from various accounts.
Amount Budgeted: $ 5,713,124
Additional Appropriation: N/A
Account Number(s): various accounts
ORIGINATED BY: Christopher Browning, Senior Administrative Analyst
REVIEWED BY: Trang Nguyen, Director of Finance
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Summary of Maintenance & Operations Vendors and Funding Sources
Over $25,000/Fiscal Year (page A-1)
BACKGROUND AND DISCUSSION:
The contents of this staff report represent the anticipated/planned professional services
agreements, maintenance agreements, other non-personnel services, and purchasing
of supplies and small equipment of over $25,000 for FY 2020-21. This is a process
implemented in FY 2017-18 for consolidating majority of the ongoing annual
agreements and purchases of over $25,000 in one staff report. Any new service
agreements and agreements related to capital projects are taken to the City Council
separately. The report also provides a summary of the funding sources for each vendor
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(Attachment A). The estimated costs are included in the FY 2020-21 Budget, which is in
a separate item this evening. While the appropriations would be available once the
FY 2020-21 Budget is adopted, Purchasing Ordinance No. 618, Rancho Palos Verdes
Municipal Code (RPVMC) Chapter 2.14 – Approval and Execution of Contracts, states
that all agreements over $25,000 require City Council approval and execution by the
Mayor. Additionally, RPVMC Section 2.44.050(C) requires the City Council’s approval
for services, purchases of supplies or small equipment of over $25,000 per vendor.
In past fiscal years, these agreements and purchases would have been brought to the
City Council for approval one-by-one. The consolidation into one staff report also
provides improved transparency and monitoring by providing one source document for
the majority of the ongoing annual routine services and purchases of over $25,000.
It should be noted that the amounts and account numbers reported for each vendor are
budget estimates and therefore may change during the year based on the City’s needs.
In an effort to contain costs, the not-to-exceed amounts may end the year lower than
estimated based on activities throughout the year and as departments continue to work
with the vendors for lower rates.
Furthermore, in accordance with Purchasing Ordinance No. 618, for any agreements or
purchases that are not authorized to go over the not-to-exceed amount in this staff
report, the corresponding department will need to request the City Council’s approval to
amend the agreement and for additional appropriation, if needed.
A. Below is the Citywide list by department that includes vendor information,
purchasing summary, scope of services, agreement dates, and the budgeted
not-to-exceed amount. The information provided below corresponds to the
attached Summary of Maintenance & Operations Vendors and Funding
Sources Over $25,000/Fiscal Year Table (Attachment A):
CITY ADMINISTRATION DEPARTMENT
#1 – Media News Group a,k.a. Daily Breeze
The City uses the Daily Breeze to advertise for various activities within the City such as
requests for proposals, requests for qualifications, advertisement for bids on capital
projects, recycling events, advertisement for elections, recruitments, and Notices of
Public Hearing, etc.
The estimated Citywide advertising amount in FY 2020-21 is not to exceed $45,000.
Account number: 101-400-XXXX-5102 ($30,000 General Fund, various departments)
213-400-0000-5102 ($15,000 Waste Reduction Fund)
#2 – Canon Solutions America
The City entered into a three-year lease and service agreement with Canon Solutions
America in February 2019 through February 2022 to lease five new multi-function
printers and renew the service and maintenance agreement on two existing devices.
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This agreement includes the lease cost, consumables, maintenance, and service
throughout the life of the contract.
The estimated maintenance lease and services in FY 2020-21 is not to exceed $40,000.
Account number: 101-400-1470-5201 ($40,000 General Fund – Information
Technology)
#3 – Ramundsen Superior Holdings, LLC
The City entered into a five-year agreement with Ramundsen Superior Holdings, LLC
for Trakit (permit/cashiering program) software licensing.
The estimated amount is not to exceed $85,000 for licensing costs plus additional
services for Trakit in FY 2020-21.
Account number: 101-400-1470-5201 ($85,000 General Fund – Information
Technology)
#4 – Prosum, Inc.
The City entered into a four-year service agreement with Prosum, Inc. to provide
information technology (IT) support services in July 2019. Prosum provides day-to-day
IT support to City Staff, monitoring and maintenance services for the City’s IT
infrastructure and assists with other IT-related projects as needed.
The estimated amount for technology services in FY 2020-21 is not to exceed
$224,000.
Account number: 101-400-1470-5101 ($224,000 General Fund – Information
Technology)
#5 – Tyler Technologies, Inc.
The City entered into a service agreement with Tyler Technologies, Inc. on June 6,
2016 to provide software as a service (SAAS) solution to replace the City’s Financial
Accounting with Munis.
The estimated annual software services in FY 2020-21 are not to exceed $57,000.
Account number: 101-400-1470-5201 ($57,000 General Fund – Information
Technology)
#6 – SHI International Corp.
SHI International Corp. provides annual software licensing and services for Security-as-
a-Service annual subscription from Arctic Wolf, Server Storage Warranty and Support
and other services as needed. Services also include the purchase of hardware other
than computers, tablets and laptops listed in the Equipment Replacement Schedule.
Total cost not to exceed $55,000.
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Account number(s): 101-400-1470-5101 ($25,000 General Fund – Information
Technology)
101-400-1470-5201 ($20,000 General Fund – Information
Technology)
101-400-1470-4310 ($10,000 General Fund – Information
Technology)
#7 – Blais & Associates
On March 4, 2020, the City entered a one-year and four-month professional services
agreement with Blais & Associates for grant management services ending on June 30,
2021 in an amount not to exceed $74,425. The contract is longer than the typical length
of one year in order to realign with the fiscal year since Staff had to issue a request for
proposals (RFP) after the previous contract expired in June 2019.
The estimated annual cost for FY 2020-21 is not to exceed $50,000.
Account number: 101-400-2999-5101 ($50,000 General Fund – Non-Departmental -
Professional/Technical Services)
#8 – Aleshire & Wynder, LLP
The City entered into a service agreement with Aleshire & Wynder, LLP for attorney
services on September 2, 2015. The City Council-approved attorney services budget in
FY 2020-21 is $975,000.
Account number: 101-400-1210-5107 ($570,000 General Fund – General Legal
Services)
101-400-1210-5108 ($40,000 General Fund – Labor Services)
101-400-1210-5109 ($230,000 General Fund – Litigation Services)
101-400-1210-5110 ($65,000 General Fund – Code Enforcement
Services)
101-400-1210-5119 ($70,000 General Fund – PRA)
COMMUNITY DEVELOPMENT DEPARTMENT
#9 – Choice Mediation (Coleen Berg)
The City entered into a two-year service agreement with Choice Mediation on June 6,
2017, with an option authorizing the City Manager to extend services for one year, for
mediation consulting services, primarily associated with View Preservation and
Restoration cases, by Coleen Berg. Amendment No. 1 was approved extending the
service agreement through June 30, 2020. Staff is requesting approval of a new one-
year agreement effective July 1, 2020 with an optional one-year extension. The contract
sum is not to exceed $90,000.
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The estimated services in FY 2020-21 are not to exceed $45,000.
Account number: 101-400-4150-5101 ($45,000 General Fund – View Restoration)
#10 – Los Angeles County Animal Care and Control
The City entered into an agreement with Los Angeles County Department of Animal
Care and Control to provide continued animal control services.
The estimated services in FY 2020-21 are not to exceed $88,000.
Account number: 101-400-4180-5101 ($88,000 General Fund – Animal Control)
#11 – Cotton, Shires and Associates
The City entered into a two-year service agreement with Cotton, Shires and Associates
on July 18, 2017, with an option authorizing the City Manager to extend services for one
year, for on-call geotechnical consulting services. Amendment No. 1 was approved
extending the service agreement through June 30, 2020. Staff is requesting approval of
Amendment No. 2 to extend the agreement by one year effective July 1, 2020 with an
option to extend services by one year. The total contract is not to exceed $750,000.
The estimated services in FY 2020-21 are not to exceed $100,000.
Account number: 101-400-4170-5101 ($100,000 General Fund - Geology)
#12 – Palos Verdes Peninsula Land Conservancy
The City entered into a management agreement with the Palos Verdes Peninsula Land
Conservancy (PVPLC) on June 5, 2001, amended between 2005 and 2007, for habitat
management services within the Palos Verdes Nature Preserve (Preserve) and Ocean
Front Estates (Sub-Region 1). The City entered into this agreement to begin managing
the Preserve based on a cost of $100,000 per year and for managing habitat at Ocean
Front Estates based on a cost of $15,000 per year. Both costs are adjusted annually for
inflation based on the Consumer Price Index for All Urban Consumers (CPI-U) in
February each year.
The estimated PVPLC services in FY 2020-21 are not to exceed $164,600.
Account number: 222-400-0000-5101 ($164,600 Habitat Restoration Fund)
#13 – Interwest Consulting Group
The City entered into a two-year service agreement with Interwest Consulting Group on
August 15, 2017, with an option authorizing the City Manager to extend services for one
year, to provide as needed Building and Safety services, such as plan checks, permit
issuance, inspection services, technician services, building code enforcement staff, and
other building related services. The total contract was amended on April 17, 2018,
increasing the agreement amount from $744,000 to an amount not to exceed $987,000
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for three years. Amendment No. 3 was approved extending the service agreement
through June 30, 2020. Staff requests the approval of Amendment No. 4 extending the
contract by one year, increasing the contract sum to $1,155,000.
The estimated services in FY 2020-21 are not to exceed $168,000
Account number: 101-400-4130-5101 ($168,000 General Fund – Building and
Safety)
#14 – LSA Associates
The City entered into a two-year service agreement with LSA Associates on June 20,
2017, with an option authorizing the City Manager to extend services for one year, to
provide as-needed biological services. Amendment No. 1 was approved extending the
service agreement through June 30, 2020. Staff requests approval of a new one-year
agreement with an option to extend by one year. The total contract is not to exceed
$30,000.
The estimated services in FY 2020-21 are not to exceed $15,000
Account number: 101-400-4120-5101 ($15,000 General Fund - Planning)
FINANCE DEPARTMENT
#15 - Office Depot
Office Depot is one of the City’s main suppliers for office products and small equipment.
The estimated need for office supplies citywide in FY 2020-21 is not to exceed $50,000
for supplies.
Account number: 101-400-XXXX-4310 ($50,000 General Fund, various departments)
#16 – White Nelson Diehl Evans, LLP
On May 15, 2018, the City Council approved a three-year contract with White Nelson
Diehl Evans, LLP to provide financial audit services and agreed-upon procedures audit
for the employee compensation report. The effective date of the contract is May 15,
2018 through December 31, 2020, with an option to extend for two years. The City is
electing to extend the first year option, ending December 31, 2021.
The estimated services for FY 2020-21 are not to exceed $60,000.
Account number: 101-400-2110-5101 ($50,200 General Fund - Finance)
285-400-0000-5101 ($2,900 IA Portuguese Bend Fund)
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701-400-0000-5101 ($4,000 Redevelopment Fund)
795-400-0000-5101 ($2,900 IA Abalone Cove Fund)
RECREATION & PARKS DEPARTMENT
#17 – Marina Graphic Center
The City entered into a one-year service agreement with Marina Graphic Center in
August 2018 to print the City’s quarterly newsletter and recreation guide. The
agreement had an option for a two-year extension. The City Council authorized a two-
year extension to that agreement that was executed on September 12, 2019 for FY
2019-20 and FY 2020-21.
Annual compensation was set at $35,085 for each year.
Account number(s): 101-400-5110-5103 $18,000
101-400-1420-5103 $8,085
213-400-0000-5103 $7,000
216-400-0000-5103 $2,000
#18 – Matsumto Music LLC
The City entered into a one-year agreement with Matsumto Music LLC in July 2019 to
lead a variety of children-themed classes. The agreement called for the City to collect all
of the attendee fees generated by the classes and then pay Matsumto Music LLC 70%
of the total proceeds, with the City retaining the rema ining 30%.
Staff seeks City Council authorization to execute an agreement with Matsumoto Music
LLC in FY 2020-21 in an amount not to exceed $45,000.
Account Number: 101-400-5131-5101 ($45,000 General Fund – Contract Classes)
PUBLIC WORKS DEPARTMENT
#19 – All City Management Services, Inc.
All City Management Services, Inc. provides crossing guard services for the regular
school year and summer school. On May 15, 2018, the City Council approved a three -
year agreement, which expires in mid-July 2021 (to correspond to the end of the 2021
summer school). The three-year contract is for a total not-to-exceed amount of $252,250
over the three years of the contract.
Staff seeks City Council authorization to approve an amendment for FY 2020-21 with
estimated services in FY 2020-21 not to exceed $91,000, with approximately 57% of
those costs reimbursed by the Palos Verdes Peninsula Unified School District and the
Peninsula Education Foundation. The impact to the General Fund will be just under
$40,000.
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Account number: 101-400-3120-5101 ($40,000 General Fund – Traffic Management)
#20 – Anchor QEA
Anchor QEA provides monitoring services of Receiving Water and Outfall for the City as
part of the Peninsula Water Management Group. On April 21, 2020, the City Council
approved Amendment No. 1 extending the contract from April 30, 2020 to December
31, 2021 with a total not-to-exceed amount of $1,411,000. The member cities include
Rancho Palos Verdes, Palos Verdes Estates, Rolling Hills Estates, Rolling Hills, Los
Angeles County, and the Los Angeles County Flood Control District (LACFD).
The total Group cost for FY 2020-21 is $389,650. The estimated City’s share for
services in FY 20-21 is not to exceed $225,500. The group’s member cities reimburse
the City for their portion of costs.
Account number: 101-400-3130-5101 ($225,500 General Fund – Storm Water Quality)
#21 – Bay Alarm
Bay Alarm provides security and fire monitoring and response services for City facilities.
The estimated services for FY 2020-21 are not to exceed $30,000.
Account number: 101-400-3140-5201 ($30,000 General Fund – Building Maintenance)
#22 – Black Knight Patrol, LLC
Black Knight Patrol, LLC provides security and patrol, and opening and closure of parks
and City facilities’ gates. The City approved a contract on September 1, 2018 and on
August 1, 2019 approved Amendment No. 1 to the contract extending the term from
September 1, 2019 to June 30, 2021 for a total not-to-exceed amount of $70,826.
The estimated services for FY 2020-21 are not to exceed $70,826.
Account number: 101-400-3140-5201 ($70,826 General Fund – Building Maintenance)
#23 – Diamond Environmental Services (formerly A-1 Coast Sanitation)
Diamond Environmental Services (formerly A-1 Coast Sanitation) provides mobile
restrooms and sinks for special City events and select City facilities.
The estimated services for FY 2020-21 are not to exceed $28,000.
Account number: 101-400-3151-5106 ($28,000 General Fund – Parks Maintenance)
#24 – EDCO Disposal (administrator of contract with CleanStreet)
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EDCO Disposal administers the contract with CleanStreet , which provides street
sweeping services for the City. On March 17, 2020, the City Council approved
Amendment No. 1 to its contract and extended the term by one year to June 30, 2021 for
a total not-to-exceed amount of $1,200,000.
The estimated services for FY 2020-21 are not to exceed $240,000.
Account numbers: 216-400-0000-5201 ($50,000 Proposition A Fund)
338-400-3180-5201 ($190,000 Environmental Excise Tax Fund)
#25 – Econolite Systems, Inc.
Econolite Systems, Inc. provides traffic signal and traffic light maintenance services to the
City. On October 2, 2018, the City Council approved an amended and restated agreement
to its contract and extended the term from June 30, 2019 to June 30, 2021. The annual
authorized amount is not to exceed $125,049.
The estimated services for FY 2020-21 are not to exceed $125,049.
Account numbers: 202-400-3120-5201 ($10,000 Gas Tax Fund)
211-400-0000-5201 ($115,049 1911 Act Fund)
#26 – Fire Grazers
Fire Grazers provides fuel modification throughout the City by grazing. On February 4,
2020, the City Council approved Amendment No. 1 to its contract and extended the term
by three years from February 4, 2020 to February 4, 2023 for a total not-to-exceed amount
of $581,445.
The estimated services for FY 2020-21 are not to exceed $193,815.
Account number: 101-400-3230-5201 ($193,815 General Fund – Fuel Modification)
#27 – Geosyntec
Geosyntec provides implementation services for the Santa Monica Bay Beaches
Bacteria Total Maximum Daily Load Monitoring Program for the City as part of the
Peninsula Water Management Group. On August 7, 2018, the City Council approved a
three-year contract from August 7, 2018 to August 7, 2021 for a total not-to-exceed
amount of $299,880.
The total group cost for FY 2020-21 is $69,740. The estimated City’s share for services
in FY 20-21 is not to exceed $38,400. The group’s member cities reimburse the City for
their portion of costs.
Account number: 101-400-3130-5101 ($69,740 General Fund – Storm Water Quality)
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#28 – Graffiti Protective Coatings, Inc.
Graffiti Protective Coatings, Inc. provides on-call graffiti abatement services to the City.
On August 6, 2019, the City Council approved Amendment No. 4 to its contract
extending the term by two years from July 1, 2019 to June 30, 2021 for a total not-to-
exceed amount of $432,000 over the six years of the contract.
The estimated services for FY 2020-21 are not to exceed $72,000.
Account number: 101-400-3140-5201 ($72,000 General Fund – Building Maintenance)
#29 – Hardy & Harper, Inc.
Hardy & Harper, Inc. has two agreements with the City, as outlined below:
a) Roadway Maintenance Services
The work includes road related maintenance such as roadway patching and crack -
filling. On September 6, 2016, the City Council approved a five-year contract
expiring June 30, 2021 for a total not-to-exceed amount of $1,225,000 ($245,000
annually).
These estimated services for FY 2020-21 are not to exceed $245,000.
Account numbers: 101-400-3160-5201 ($10,000 General Fund – Sewer Maint.)
202-400-3170-5201 ($235,000 Gas Tax Fund – Street Landscape
Maintenance)
b) Right-of-Way (ROW) Maintenance Services
The ROW work includes pothole and sidewalk repairs, grinding, special event
assistance, sign replacement, curb painting, and other related services. On
September 17, 2019, the City Council approved Amendment No. 2. The contract
expires on June 19, 2023 for a total not-to-exceed amount of $1,562,600.
The estimated services for FY 2020-21 are not to exceed $ 299,250.
Account numbers: 101-400-3151-5201 ($34,250 General Fund- Parks Maintenance)
101-400-3150-5201 ($25,000 General Fund – Trail and Open
Space)
202-400-3180-5201 ($240,000 Gas Tax Fund – Street Landscape
Maintenance)
#30 – Howard Electric
Howard Electric provides on-call and emergency electrical repair and services for City
facilities. The October 1, 2019 approved agreement with Howard Electric is set to expire
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on June 30, 2020. Staff recommends awarding an amendment to authorize up to $25,000
to continue services by one year through June 30, 2021, resulting in a total not-to-exceed
amount of $50,000 over the two-year term of the contract ($25,000 annually).
The estimated services for FY 2020-21 are not to exceed $25,000.
Account numbers: 101-400-3140-5201 ($25,000 General Fund - Building Maintenance)
#31 – Interwest Consulting
Interwest Consulting provides different engineering support services. One contract is for
Wireless Technology Facility support services to the City. The August 6, 2019 approved
agreement with Interwest is set to expire on June 30, 2020. Staff recommends approving
an amendment to authorize up to an additional $58,000 to continue services by one year
through June 30, 2021, resulting in a total not-to-exceed amount of $166,000 over the
three-year term of the contract.
The estimated services for FY 2020-21 are not to exceed $58,000.
Account number: 101-400-3110-5101 ($58,000 General Fund – Public Works
Administration)
#32 – L.A. County Department of Agricultural Commissioner/Weights and
Measures
The Los Angeles County Department of Agricultural Commissioner/Weights and
Measures provides brush clearance and discing services related to fuel modification on
City property.
The estimated services for FY 2020-21 are not to exceed $50,000.
Account number: 101-400-3230-5201 ($50,000 General Fund – Fuel Modification)
#33 – McGee Surveying Consulting
McGee Surveying Consulting provides monitoring of points within the ancient Altamira
Landslide Complex, maintains the database, and generates an annual report on land
movement, including the Abalone Cove, Portuguese Bend, and Klondike Canyon
landslides. On October 1, 2019, the City Council awarded a three-year contract
authorizing up to $153,428 (approximately $52,500/annually) to provide services through
June 30, 2022.
The estimated services for FY 2020-21 are not to exceed $ 50,270.
Account numbers: 285-400-0000-5101 ($35,200 Improv Authority – Portuguese Bend)
795-400-0000-5101 ($15,070 Improv Authority – Abalone Cove)
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#34 – Monaco Mechanical, Inc. DBA All Area Services
Monaco Mechanical, Inc. DBA All Area Services (All Area Services) provides on-
call/emergency plumbing services at various City facilities, and maintaining and
replacing the low-pressure grinder pumps in the Abalone Cove Sewer System District.
On February 4, 2020, the City Council approved a three-year contract that includes on-
call and emergency plumbing services both at City facilities and for the grinder pumps in
the Abalone Cove Sewer System District. The three-year contract is for a total not-to-
exceed amount of $180,000 over the three years of the contract.
The estimated services in FY 2020-21 are not to exceed $60,000.
Account number: 101-400-3140-5201 ($30,000 General Fund- Building Maintenance)
225-400-0000-5201 ($30,000 Abalone Cove Sewer Maintenance)
#35 – Multi W. Systems
Multi W Systems, Inc. provides maintenance for the Abalone Cove Sewer System,
including providing replacement pumps. On February 4, 2020, the City Council awarded
a three-year contract with a total not-to-exceed amount of $180,000 over the three-year
period ($60,000 annually).
The estimated services for FY 2020-21 are not to exceed $60,000.
Account number: 225-400-0000-5201 ($60,000 Abalone Cove Sewer Maint. Fund)
#36 – Palos Verdes Peninsula Transit Authority
The Palos Verdes Peninsula Transit Authority (PVP Transit), created by the cities of
Rancho Palos Verdes, Palos Verdes Estates and Rolling Hills Estates in April 2012,
provides public transportation services for the peninsula community, including the Dial -A-
Ride service for eligible residents.
The estimated services for FY 2020-21 are not to exceed $771,574.
Account numbers: 216-400-0000-5120 ($771,574 Proposition A Fund)
#37 – Rigg Consulting
Rigg Consulting provides on-call construction document review and civil design and
engineering services. The July 31, 2018 amendment to the June 6, 2017 agreement with
Rigg Consulting expires on July 31, 2022, and the total contract value for the five years
is not to exceed $125,000 ($25,000 annually).
The estimated services for FY 2020-21 are not to exceed $25,000.
Account number: 101-400-3110-5101 ($25,000 General Fund – Public Works Admin.)
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#38 – Ron’s Maintenance
Ron’s Maintenance provides catch basin and insert cleaning. On October 15, 2019, the
City Council awarded a three-year contract, which expires on June 30, 2022, for a total
not-to-exceed amount of $597,024 ($199,008 annually).
The estimated services for FY 2020-21 are not to exceed $185,000.
Account number: 101-400-3130-5201 ($185,000 General Fund –Storm Water Quality)
#39 – Siemens Mobility, Inc. (formerly Siemens Industry, Inc.)
Siemens Mobility, Inc. provides standard streetlight maintenance and operations
services and extraordinary (emergency and after-hours) maintenance services for 1,754
streetlights recently acquired from Southern California Edison. The contract was
awarded on April 17, 2018 and included a three-year maintenance period after the City
acquired the streetlights from Southern California Edison. The three -year period expires
on June 30, 2022 and the total contract value for the three years is not to exceed
$597,024 ($199,008 annually).
The estimated services for FY 2020-21 are not to exceed $25,975.12.
Account number: 211-400-0000-5201 ($26,000 1911 Act Fund)
#40 – Sunbeam Consulting
The City has three agreements with Sunbeam Consulting, as outlined below:
a) Pavement Striping and Marking Inspection Services
Sunbeam provides inspection services for pavement striping and marking performed
by contracted vendors. Amendment No. 1 was awarded June 8, 2019 and the contract
expires June 30, 2022 for a total not-to-exceed amount of $79,296 ($13,216 annually).
These estimated services for FY 2020-21 are not to exceed $13,216.
Account number: 101-400-3120-5101 ($13,216 General Fund – Traffic
Management)
b) Flagging Services for School Year (Including Summer School)
Sunbeam provides traffic control flagging services by Miraleste Intermediate School
during the regular school year and for summer school. The August 9, 2019 approved
agreement with Sunbeam is set to expire on June 30, 2020, however the related staff
report had City Council approval until August 1, 2021. Staff recommends approving a
fourth amendment to correct this discrepancy and re-approve the contract term to
August 1, 2021, resulting in a total not-to-exceed amount of $671,398.70 over the two
years of the contract.
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These estimated services for FY 2020-21 are not to exceed $164,374. This does not
include any event related flagging expenditures.
Account number: 101-400-3120-5101 ($164,374 General Fund – Traffic
Management)
c) On-Call Design, Construction Management and Inspection Services
Sunbeam provides miscellaneous design and engineering services in addition to
inspection of permits and activities in the public right-of-way. Amendment No. 1 was
awarded on August 6, 2019 and the contract expires September 5, 2020 for a total
not-to-exceed amount of $315,000. Staff recommends approving a second
amendment to authorize up to an additional $95,000 to continue services for one year
through June 30, 2021, resulting in a total not-to-exceed amount of $410,000 over the
term of the contract.
These estimated services for FY 2020-21 are not to exceed $95,000.
Account numbers: 101-400-3110-5101 ($80,000 General Fund – PW Administration)
202-400-3170-5201 ($15,000 Gas Tax Fund – Street Pavement
Maintenance)
#41 – Unisan Products
The City purchases custodial cleaning supplies and consumables from Unisan Products
for use at City facilities. The estimated cost for these regular supplies is estimated at
$30,000. Additionally, due to COVID-19, extra cleaning supplies are needed at City
facilities and parks. The estimated cost for these additional supplies is $60,000.
The total estimated services for FY 2020-21 are not to exceed $90,000.
Account number: 101-400-3140-4310 ($30,000 General Fund – Building Maintenance)
101-400-9101-4310 ($60,000 General Fund – Emergency Operations
Center)
#42 – Valley Maintenance Corporation
Valley Maintenance Corporation provides custodial services for various City facilities.
Amendment No. 1 to the agreement is set to expire on June 30, 2020. Staff recommends
approval of a month-to-month extension option not to exceed six month s. This time
extension will allow Staff to complete the competitive bid process and award a new
custodial services contract. The monthly expenses are estimated at $6,500, with a not -
to-exceed, six-month total of $38,850 for FY 20 20-21. This will result in a total not-to-
exceed amount of $349,650 for the 4.5-year term of the contract.
The estimated services for FY 2020-21 are not to exceed $38,850.
Account number: 101-400-3140-5201 ($38,850 General Fund – Building Maintenance)
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#43 – Willdan Group (AKA Willdan Engineering)
Willdan Group provides engineering, financial, homeland solutions, program,
management/construction management, traffic engineering, civil plan review, and other
related services. The agreement with Willdan Group is set to expire on September 5,
2020. Staff recommends awarding amendment No. 2 to the agreement to authorize up
to $60,000 per year of additional expenditures to continue services through June 30,
2022, resulting in a total not-to-exceed amount of $885,000 over the term of the contract.
The estimated services for FY 2020-21 are not to exceed $60,000.
Account numbers: 101-400-3120-5101 ($60,000 General Fund–Traffic Management)
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action is available for
the City Council’s consideration:
1. Do not approve extensions to certain agreements and direct Staff to issue
requests for proposal for consideration by the City Council at a later date.
2. Identify concerns with contract amounts and provide Staff with direction.
3. Discuss and take other action related to this item.
15
Reference #Vendor FY 2020-21 Account Number
1 Media News Group a,k.a. Daily Breeze $30,000 101-400-XXXX-5102
1 Media News Group a,k.a. Daily Breeze 15,000 213-400-0000-5102
2 Canon Solutions America 40,000 101-400-1470-5201
3 Ramundsen Superior Holdings, LLC 85,000 101-400-1470-5201
4 Prosum, Inc.224,000 101-400-1470-5101
5 Tyler Technologies, Inc.57,000 101-400-1470-5201
6 SHI International Corp.10,000 101-400-1470-4310
6 SHI International Corp.25,000 101-400-1470-5101
6 SHI International Corp.20,000 101-400-1470-5201
7 Blais & Associates 50,000 101-400-2999-5101
8 Aleshire & Wynder, LLP 570,000 101-400-1210-5107
8 Aleshire & Wynder, LLP 40,000 101-400-1210-5108
8 Aleshire & Wynder, LLP 230,000 101-400-1210-5109
8 Aleshire & Wynder, LLP 65,000 101-400-1210-5110
8 Aleshire & Wynder, LLP 70,000 101-400-1210-5119
9 Choice Mediation (Coleen Berg)45,000 101-400-4150-5101
10 Los Angeles County Animal Control 88,000 101-400-4180-5101
11 Cotton, Shires and Associates 100,000 101-400-4170-5101
12 Palos Verdes Peninsula Land Conservancy 164,600 222-400-0000-5101
13 Interwest Consulting Group 168,000 101-400-4130-5101
14 LSA Associates 15,000 101-400-4120-5101
15 Office Depot 50,000 101-400-XXXX-4310
16 White Nelson Diehl Evans, LLP 50,200 101-400-2110-5101
16 White Nelson Diehl Evans, LLP 2,900 285-400-0000-5101
16 White Nelson Diehl Evans, LLP 4,000 701-400-0000-5101
16 White Nelson Diehl Evans, LLP 2,900 795-400-0000-5101
17 Marina Graphic Center 8,085 101-400-1420-5103
17 Marina Graphic Center 18,000 101-400-5110-5103
17 Marina Graphic Center 7,000 213-400-0000-5103
17 Marina Graphic Center 2,000 216-400-0000-5103
18 Matsumto Music LLC 45,000 101-400-5131-5101
19 All City Management Services, Inc.40,000 101-400-3120-5101
20 Anchor QEA 225,500 101-400-3130-5101
21 Bay Alarm 30,000 101-400-3140-5201
22 Black Knight Patrol, LLC 70,826 101-400-3140-5201
23 Diamond Environmental Services (formerly A-1 Coast Sanitation)28,000 101-400-3151-5106
24 EDCO Disposal (administrator of contract with CleanStreet)50,000 216-400-0000-5201
24 EDCO Disposal (administrator of contract with CleanStreet)190,000 338-400-3180-5201
25 Econolite Systems, Inc.10,000 202-400-3120-5201
25 Econolite Systems, Inc.115,049 211-400-0000-5201
26 Fire Grazers 193,815 101-400-3230-5201
27 Geosyntec 69,740 101-400-3130-5101
28 Graffiti Protective Coatings, Inc.72,000 101-400-3140-5201
29 Hardy & Harper, Inc.25,000 101-400-3150-5201
29 Hardy & Harper, Inc.34,250 101-400-3151-5201
29 Hardy & Harper, Inc.10,000 101-400-3160-5201
29 Hardy & Harper, Inc.235,000 202-400-3170-5201
CITY OF RANCHO PALOS VERDES
MAINTENANCE & OPERATION VENDORS OVER $25,000/FISCAL YEAR
A-1
Reference #Vendor FY 2020-21 Account Number
CITY OF RANCHO PALOS VERDES
MAINTENANCE & OPERATION VENDORS OVER $25,000/FISCAL YEAR
29 Hardy & Harper, Inc.240,000 202-400-3180-5201
30 Howard Electric 25,000 101-400-3140-5201
31 Interwest Consulting 58,000 101-400-3110-5101
32 LA County Department of Agricultural Commissioner/Weights & Measures 50,000 101-400-3230-5201
33 McGee Surveying Consulting 35,200 285-400-0000-5101
33 McGee Surveying Consulting 15,070 795-400-0000-5101
34 Monaco Mechanical, Inc. DBA All Area Services 30,000 101-400-3140-5201
34 Monaco Mechanical, Inc. DBA All Area Services 30,000 225-400-0000-5201
35 Multi W. Systems 60,000 225-400-0000-5201
36 Palos Verdes Peninsula Transit Authority 771,574 216-400-0000-5120
37 Rigg Consulting 25,000 101-400-3110-5101
38 Ron’s Maintenance 185,000 101-400-3130-5201
39 Siemens Mobility, Inc. (formerly Siemens Industry, Inc.)25,975 211-400-0000-5201
40 Sunbeam Consulting 80,000 101-400-3110-5101
40 Sunbeam Consulting 13,216 101-400-3120-5101
40 Sunbeam Consulting 164,374 101-400-3120-5101
40 Sunbeam Consulting 15,000 202-400-3170-5201
41 Unisan Products 30,000 101-400-3140-4310
41 Unisan Products 60,000 101-400-9101-4310
42 Valley Maintenance Corporation 38,850 101-400-3140-5201
43 Willdan Group (AKA Willdan Engineering)60,000 101-400-3120-5101
$5,713,124
Fund Fund Description Amount
101 General Fund 3,721,856$
202 Gas Tax Fund 500,000$
211 1911 Act Street Light Fund 141,024$
213 Waste Reduction Fund 22,000$
216 Proposition A Fund 823,574$
222 Habitat Restoration Fund 164,600$
225 Abalone Cover Sewer Maintenance Fund 90,000$
285 Improvement Authority - Abalone Cove Fund 38,100$
338 Environmental Excise Tax Fund 190,000$
701 Successor Agency Fund 4,000$
795 Improvement Authority - Portguese Bend Fund 17,970$
TOTAL BY FUND 5,713,124$
A-2