CC SR 20210615 J - FY2021-22 Blanket PO and Contracts $25K
CITY COUNCIL MEETING DATE: 06/15/2021
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 2021-22 in excess of $25,000.
RECOMMENDED COUNCIL ACTION:
(1) Approve the ongoing professional service agreements for various City
departments;
(2) Approve blanket purchase orders for FY 2021-22 in excess of $25,000 for various
City departments; and,
(3) Authorize the Mayor, unless originally approved by the City Council to authorize
the City Manager, to execute the amendments contingent upon approval of
amendments by the City Attorney as to form .
FISCAL IMPACT: $7,568,716 included in the FY 2021-22 budget from various
accounts.
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): N/A
ORIGINATED BY: Vina Ramos, Deputy Director of Finance
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 and Operations Vendors and Funding Sources
Over $25,000/Fiscal Year (page A-1)
BACKGROUND:
The contents of this staff report represent the anticipated/planned professional servi ces
agreements, maintenance agreements, other non-personnel services, and purchasing of
supplies and small equipment of over $25,000 for FY 2021-22. This is a process
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implemented in FY 2017-18 for consolidating a majority of the ongoing annual
agreements and purchases of over $25,000 in one staff report. 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 most of the ongoing annual routine
services and purchases of over $25,000. Any new service or construction agreements
related to capital projects are taken to the City Council separately. It should also 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 . Additionally, 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.
In addition to the list of agreements, the report provides a summary of the funding sources
for each vendor (Attachment A). The estimated costs are included in the FY 2021-22
Budget, which is a separate agenda item this evening. While the appropriations would be
available once the FY 2021-22 Budget is adopted, for Purchasing Ordinance No. 618,
Rancho Palos Verdes Municipal Code (RPVMC) Chapter 2.14 – Approval and Execution
of Contracts, states that all new or amended 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.
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 would request City Council approval to amend the
agreement and for additional appropriation, if needed.
DISCUSSION:
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
and 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, advertisements for bids on capital
projects, recycling events, advertisements for elections, recruitments, and public notices,
etc.
The estimated Citywide advertising amount in FY 2021 -22 is not to exceed $45,000.
Account number: 101-400-XXXX-5102 ($30,000 General Fund, various departments)
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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. This
agreement includes the lease cost, consumables, maintenance, and service throughout
the life of the contract.
The estimated maintenance lease and services in FY 2021 -22 is not to exceed $40,000.
Account number: 101-400-1470-5201 ($40,000 General Fund – Information
Technology)
#3 – Netrix, LLC
The City entered into a four-year service agreement with then-Prosum, Inc. to provide
information technology (IT) support services in July 2019. Netrix, LLC acquired Prosum’s
managed IT services division as of December 2020. Netrix 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 2021-22 is not to exceed $230,425.
Account number: 101-400-1470-5101 ($230,425 General Fund – Information
Technology)
#4 – Ramundsen Superior Holdings, LLC
The City entered into a five-year agreement with Ramundsen Superior Holdings, LLC in
2016 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 2021-22.
Account number: 101-400-1470-5201 ($85,000 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 2021-22 are not to exceed $57,000.
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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.
The estimated annual software services in FY 2021-22 are not to exceed $75,000.
Account number(s): 101-400-1470-5201 ($55,000 General Fund – Information
Technology)
101-400-1470-4310 ($20,000 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 was 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. Tonight, the City
Council is being asked to consider approving Amendment No. 1 to the agreement,
exercising the first of two one-year extension options. The total contract amount is not to
exceed $124,425 over a three year and four month period.
The estimated annual cost for FY 2021-22 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 2021-22 is $940,000.
Account number: 101-400-1210-5107 ($570,000 General Fund – General Legal
Services)
101-400-1210-5108 ($15,000 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)
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101-400-1210-5119 ($60,000 General Fund – PRA)
#9 – Azteca Systems, LLC
The City entered into a licensing agreement with Azteca in July 2021 for Cityworks.
Cityworks is the program utilized by Public Works to maintain work orders submitted by
other departments and for asset and maintenance management. The annual licensing
renewal for Cityworks is not to exceed $40,000.
The estimated annual licensing agreement in FY 2021-22 are not to exceed $40,000.
Account number: 101-400-1470-5201 ($40,000 General Fund – Information
Technology)
#10 – Dell Marketing L.P.
In December 2020, the City procured its Microsoft Enterprise Agreement for all the
Microsoft licensing through Dell Marketing L.P. The 2021 payment ($68,000) is the
second of three. Dell is also a preferred vendor for servers, laptops, and desktops when
an addition or a replacement is needed.
The estimated annual purchase in FY 2021-22 is not to exceed $88,000.
Account number(s): 101-400-1470-5201 ($68,000 - General Fund – Information
Technology)
101-400-1470-4310 ($20,000 General Fund – Information
Technology)
#11 – Maria Serrao
In September 2019, they City entered into a three-year agreement with Maria Serrao to
provide services for RPVtv. Maria Serrao has consistently provided services to the City
for a number of years, namely on-air reporting and interviewing, producing and editing for
RPVtv shows.
The estimated services in FY 2021-22 are not to exceed $45,000.
Account number: 101-400-1440-5101 ($45,000 General Fund – RPVtv)
#12 – Jeff Koven
In September 2019, the City entered into a three-year agreement with Jeff Koven to
provide services for RPVtv, including filming City Council and Planning Commission
meetings, filming City events, filming segments for RPVtv shows and some programming
and editing services, as requested.
The estimated services in FY 2021-22 are not to exceed $40,000.
Account number: 101-400-1440-5101 ($40,000 General Fund – RPVtv)
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COMMUNITY DEVELOPMENT DEPARTMENT
#13 – Choice Mediation (Coleen Berg)
The City entered into a one-year service agreement with Choice Mediation on July 1,
2021, 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. Staff requests the approval of Amendment No. 1 extending the
contract by one year. The total contract sum is not to exceed $90,000.
The estimated services in FY 2021-22 are not to exceed $45,000.
Account number: 101-400-4150-5101 ($45,000 General Fund – View Restoration)
#14 – Los Angeles County Animal Care and Control
The City entered into an agreement with Los Angeles County Department of Animal Care
and Control on July 15, 2019 to provide continued animal control services until June 30,
2024.
The estimated services in FY 2021-22 are $94,000.
Account number: 101-400-4180-5101 ($94,000 General Fund – Animal Control)
#15 – 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. 2 was approved
extending the service agreement through June 30, 2021. Staff is requesting approval of
Amendment No. 3 to extend the agreement by one -year effective July 1, 2021. The total
contract sum is not to exceed $750,000.
The estimated services in FY 2021-22 are not to exceed $150,000.
Account number: 101-400-4170-5101 ($150,000 General Fund - Geology)
#16 – 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 wa s 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. On July 1, 2021, Amendment No. 4 was approved extending the
contract by one year and increasing the contract sum to $1,155,000. Staff is now
requesting to extend the contract three months until September 30, 2021 and increase
the contract sum by 25% of the annual maximum contract amount from $1,155 ,000 to
$1,197,000 for a maximum total compensation of $42,000 for the three -month extension.
This three-month extension will allow staff time to issue a request for proposals, review
qualifications and select a consultant, and City Council to award a new two-year contract.
The estimated services in FY 2021-22 are not to exceed $42,000.
Account number: 101-400-4130-5101 ($42,000 General Fund – Building and Safety)
#17 – LSA Associates
The City entered into a one-year service agreement with LSA Associates on July 1, 2021,
with an option authorizing the City Manager to extend services for one year, to provide
as-needed biological services. Staff is requesting approval of Amendment No. 1 to extend
the agreement by one-year effective July 1, 2021. The total contract is not to exceed
$30,000.
The estimated services in FY 2021-22 are not to exceed $15,000.
Account number: 101-400-4120-5101 ($15,000 General Fund - Planning)
#18 Wildlife Services
The City entered into a three-year service agreement with Wildlife Services on June 4,
2019, to provide peafowl trapping and any additional work as assigned in accordance to
the City Council-adopted Peafowl Management Plan. The total contract amount is
$111,000 with an annual cost not to exceed of $37,000.
The estimated services in FY 2021-22 are not to exceed $15,000.
Account number: 101-400-4180-5101 ($15,000 General Fund – Animal Control)
#19 E.S. A. - Environmental Sciences Associates
The City entered into a one-year service agreement with E.S.A. on March 2, 2021, to
provide consulting for the Housing Element Update Project. The total contract amount is
$238,749.48.
The estimated services in FY 2021-22 are not to exceed $238,749.48.
Account number: 101-400-4120-5101 ($238,749.48 General Fund – Planning
Professional Services)
#20 Michael Baker International Inc.
The City entered into a one-year service agreement with Michael Baker International Inc.
on August 20, 2020 to provide on-call planning services with a total contract amount of
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$25,000. On November 17, 2020, Amendment No. 1 was approved, increasing the total
sum of the contract from $25,000 to $80,000. Staff is requesting approval of Amendment
No. 2 to extend the agreement by one-year effective July 1, 2021. The total contract is
not to exceed $80,000.
The estimated services in FY 2021-22 are not to exceed the contract sum of $80,000.
Account number: 101-400-4120-5101 ($80,000 General Fund – Planning Professional
Services)
FINANCE DEPARTMENT
#21 – CliftonLarsonAllen LLP (formerly White Nelson Evans, LLP)
On May 15, 2018, the City Council approved a three -year contract with White Nelson
Diehl Evans, LLP (WNDE) to provide financial audit services and agreed-upon
procedures audit for the employee compensation report. On November 1, 2020, WNDE
changed its name to CliftonLarsonAllen LLP. The effective date of the contract is May 15,
2018, through December 31, 2020, with an option to extend for two years. Same as FY
2020-21, Staff is recommending extending the second-year option, ending December 31,
2022.
The estimated services for FY 2021-22 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)
701-400-0000-5101 ($4,000 Redevelopment Fund)
795-400-0000-5101 ($2,900 IA Abalone Cove Fund)
#22 - 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 2021-22 is not to exceed $40,000
for supplies.
Account number: 101-400-XXXX-4310 ($40,000 General Fund, various departments)
PUBLIC WORKS DEPARTMENT
#23 – Bay Alarm
Bay Alarm provides security, fire monitoring and response services for City facilities.
The estimated services for FY 2021-22 are not to exceed $30,000.
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Account number: 101-400-3140-5201 ($30,000 General Fund – Building Maintenance)
#24 – B.D. White Top Soil, Inc.
B.D. White Top Soil, Inc. provides playground grade wood fiber mulch, Dog Park mulch,
planting mulch, trail decomposed granite (DG), gravel, and sand for use through parks,
trails, open spaces, and City facilities.
The estimated purchase for FY 2021-22 is not to exceed $28,000.
Account number: 101-400-3150-5106 ($18,000 General Fund – Trails and Open Space
Maintenance)
101-400-3151-5106 ($10,000 General Fund – Parks Maintenance)
#25 – 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. The City
Council 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 contract sum not-to-exceed amount
of $70,826. Staff recommends approving a three-year contract amendment for this
vendor. Its rates and services have been exceptional, and Staff is pleased with its level
of service and responsiveness. The new contract is for an annual not-to-exceed amount
of $28,000 and for a total contract sum of $84,000 over three years.
The estimated services for FY 2021-22 are not to exceed $28,000.
Account number: 101-400-3140-5201 ($28,000 General Fund – Building Maintenance)
#26 – Diamond Environmental Services (formerly A-1 Coast Sanitation)
Diamond Environmental Services (formerly A-1 Coast Sanitation) provides mobile
restrooms and sinks for parks, trails, open spaces, and City facilities. It also provides
temporary units for special City events.
The estimated services for FY 2021-22 are not to exceed $28,000.
Account number: 101-400-3150-5106 ($28,000 General Fund – Parks Maintenance)
#27 – 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. Staff recommends approving a contract
amendment to extend the term by one year to June 30, 2022, for a total contract sum of
$753,519 with a one-year not-to-exceed amount of $127,462.
The estimated services for FY 2021-22 are not to exceed $127,462.
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Account numbers: 211-400-0000-5201 ($127,462 1911 Act Fund- Maintenance)
#28 – EDCO Disposal (administrator of contract with CleanStreet)
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. Staff recommends approving Amendment
No. 2, which extends this contract for one year until June 30, 2022. It increases the total
contract sum to a not-to-exceed amount of $1,450,000, with a one-year not-to-exceed
amount of $250,000.
The estimated services for FY 2021-22 are not to exceed $250,000.
Account numbers: 338-400-3170-5201 ($138,000 Environmental Excise Tax Fund-
Maintenance)
214-400-0000-5201 ($54,000 Air Quality- Maintenance)
343-400-0000-5201 ($58,000 Measure W- Maintenance)
#29 – Fire Grazers
Fire Grazers provides fuel modification throughout the City by grazing. On September 17,
2019, City and vendor entered into a three-year agreement expiring on September 17,
2022 for fuel modification using goats for a total contract sum of $450,000. On February
4, 2020, the City Council approved Amendment No. 1 to the increase the total contract
sum to $581,445 to include additional areas. On May 4, 2021, the City Council approved
Amendment No. 2 to add additional areas and for a total contract sum not -to-exceed
amount to $746,571.
The estimated services for FY 2021-22 are not to exceed $276,378.
Account number: 101-400-3230-5201 ($276,378 General Fund – Fuel Modification)
#30 – 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. Staff recommends extending this contract
on a month-to-month basis, not to exceed six months, and increase the total contract sum
to a not-to-exceed amount of $468,000, with a six-month not to exceed amount of
$36,000.
The estimated services for FY 2021-22 are not to exceed $36,000 (six months).
Account number: 101-400-3140-5201 ($36,000 General Fund – Building Maintenance)
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#31 – 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 contract sum not-to-exceed amount of $1,225,000 ($245,000
annually). On May 2, 2017, the City and contractor amended the agreement to
increase the not-to-exceed amount for FY 2016-2017 to $382,000, and thereby
increased the total contract sum not-to-exceed amount to $1,362,000. Staff
recommends approving Amendment No. 2 to exercise all three one-year options by
extending the term of the agreement to June 30, 2024 and increasing the total contract
sum not-to-exceed amount to $2,097,000, and an annual not -to-exceed amount of
$245,000.
These estimated services for FY 2021-22 are not to exceed $245,000.
Account numbers: 225-400-0000-5201 ($10,000 Abalone Cove Sewer Maint. –
Maintenance)
202-400-3170-5201 ($235,000 Gas Tax Fund – Street Landscape
Maintenance)
b) Right-of-Way/Crew (ROW) Maintenance Services
The right-of-way (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 contract sum not-to-exceed amount of $1,562,600.
Staff recommends approving Amendment No. 3. The amendment does not change
the overall total contract sum or the contract expiration date , but reduces the vendor’s
hourly rate and reallocates their Lead Worker’s estimated time to reflect the City’s
areas of need more accurately.
The estimated services for FY 2021-22 are not to exceed $299,500.
Account numbers: 101-400-3151-5201 ($34,500 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)
#32 – Interwest Consulting
Interwest Consulting provides different engineering support services. One contract is for
Wireless Technology Facility support services to the City and the other is for
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miscellaneous engineering/staff augmentation services. On August 6, 2019, the City
Council approved the agreement with Interwest and set to expire on June 2, 2021. Staff
recommends approving an amendment to authorize up to an additional $75,000 to
continue services by one year through June 30, 2022, resulting in a total not -to-exceed
amount of $133,000 over the two-year term of the contract.
The estimated services for FY 2021-22 are not to exceed $75,000.
Account number: 101-400-3110-5101 ($60,000 General Fund – Public Works Admin.-
Cell Sites – Reimbursable Services)
101-400-3110-5101 ($15,000 General Fund – Public Works Admin-
Mis. Engineering services)
#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 pro vide services through
June 30, 2022.
The estimated services for FY 2021-22 are not to exceed $52,500.
Account numbers: 285-400-0000-5101 ($36,000 Improv Authority – Portuguese Bend)
795-400-0000-5101 ($16,500 Improv Authority – Abalone Cove)
#34- Michael Baker International, Inc.
Michael Baker International, Inc. provides Community Development Block Grant (CDBG)
administration services for both regular CDBG grant funds and the new CDBG -CV
(coronavirus CARES Act) grant funds. On October 16, 2018, t he City Council approved
a professional services contract for the amount of $65,671.60 with four one -year
extension options. On July 1, 2019, Amendment No. 1 extended the term of the contract
through June 30, 2020, and increased the total contract sum not-to-exceed amount to
$100,671.60. On July 21, 2020, City Council approved Amendment No. 2 to the
agreement extending the term until June 30, 2021, and increased the total contract sum
not-to-exceed amount to $130,671.60. On October 6, 2020, the City Council approved
Amendment No. 3 to its contract to include CDBG-CV administration and increased the
total contract sum not-to-exceed amount to $137,171.60. Staff recommends approving
Amendment No. 4 to authorize up to an additional $25,000 to continue services b y one
year through June 30, 2022, for a total contract sum not -to-exceed amount of
$162,171.60 over the term of the contract.
The estimated services for FY 2021-22 are not to exceed $ 25,000.
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Account numbers: 310-400-XXXX-5101 ($23,800 CDBG Fund- Professional Services)
310-400-8842-5101 ($1,200 CDBG Fund- COVID Professional
Services Senior Programming)
#35 – 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 for on-call plumbing service at
City facilities, and for emergency plumbing services for the grinder pumps in the Abalone
Cove Sewer System District. The three-year contract expires on February 1, 2023, with
a total contract sum not-to-exceed amount of $180,000 over the three years of the
contract.
The estimated services in FY 2021-22 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)
#36 – Multi W. Systems, Inc.
Multi W Systems, Inc. provides maintenance for the Abalone Cove Sewer System,
including providing replacement pumps. On February 4, 2019, the City Council awarded
a three-year contract a total contract sum not-to-exceed amount of $180,000 over the
three-year period ($60,000 annually). The contract expires on February 3, 2022.
The estimated services for FY 2021-22 are not to exceed $60,000.
Account number: 225-400-0000-5201 ($60,000 Abalone Cove Sewer Maint. Fund)
#37 – 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 2021-22 are not to exceed $791,000.
Account numbers: 216-400-0000-5120 ($791,000 Proposition A Fund- Transit Prog.)
#38 – 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
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Rigg Consulting expires on July 31, 2022, with a total contract sum for the five years not-
to-exceed amount of $125,000 ($25,000 annually).
The estimated services for FY 2021-22 are not to exceed $20,000.
Account number: 101-400-3110-5101 ($20,000 General Fund – Public Works Admin.)
#39 – Ron’s Maintenance, Inc.
Ron’s Maintenance, Inc. provides catch basin and insert cleaning. On October 15, 2019,
the City Council awarded a three-year contract, which expires on June 30, 2022, a total
contract sum not-to-exceed amount of $597,024 ($199,008 annually).
The estimated services for FY 2021-22 are not to exceed $165,000.
Account number: 343-400-3130-5201 ($165,000 Measure W – Maintenance)
#40 – 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 1,762
streetlights recently acquired from Southern California Edison (SCE). The contract was
awarded on April 17, 2018 and included a three-year maintenance period after the City
acquired the streetlights from SCE. The three-year period expired on April 17, 2021. On
April 20, 2021, the City Council approved Amendment No. 1 to the agreement and
extended the term to June 30, 2022 and increased the contract value by $186,700. The
total contract sum not-to-exceed amount is $826,000.
The estimated services for FY 2021-22 are not to exceed $144,000.
Account number: 211-400-0000-5201 ($144,000 1911 Act Fund- Maintenance)
#41 – Statewide Safety Systems (formally Maneri Signs)
The City purchases regulatory roadway signs, street signs, park signs and related
hardware from Statewide Safety Systems. Products are used in the repair and
replacement maintenance of signs throughout the City. The estimated annual cost for
these supplies is estimated at $30,000.
The total estimated services for FY 2021-22 are not to exceed $30,000.
Account number: 101-400-3150-4310 ($5,000 General Fund – Trails Operating Material
and Supplies)
101-400-3151-4310 ($5,000 General Fund – Parks Operating Material
and Supplies)
202-400-3180-4310 ($20,000 Gas Tax – Landscape Maintenance)
14
#42 Stay Green, Inc.
Stay Green, Inc. provides park, open space and trails landscape maintenance. It recently
has also included fuel modification by crew. On February 1, 2017, the City entered into a
three-year contract, with three additional one-year options, with Stay Green, Inc. for labor
and equipment for City landscaping, general maintenance, and litter and trash services,
with a total contract sum not to exceed $3,224,909.52. On February 4, 2020, the City
Council approved a contract amendment that included hand brush trimming fuel
modification services and exercised the first one-year option, extending the expiration
date to February 4, 2021, with a revised total contract sum not -to-exceed of
$5,245,922.92. On June 16, 2020, the City Council approved another contract
amendment for further expansion of fuel modification services and a revised contract sum
not-to-exceed the amount of $5,400,060.92. On February 2, 2021, the City Council
amended the contract and extended the contract until February 2, 2022. This extension
increased the total contract sum to $6,961,172.32. The total not -to-exceed contract sum
remains at $1,561,111.40.
The total contract sum not-to-exceed is $1,561,111.40. For FY 2021-22 (from July 2021-
February 2022), the estimated amount for landscape services is $871,505 and $169,235
for fuel modification for an estimated total of $1,040,740.
Account numbers: 101-400-3150-5201 ($145,000 General Fund – Trails & Open
Space)
101-400-3151-5201 ($402,000 General Fund – Park Maintenance)
101-400-3230-5201 ($254,000 General Fund – Fuel Modification)
202-400-3180-5201 ($380,000 Gas Tax – Landscape Maintenance)
223-400-0000-5201 ($26,000 Subregion 1 Fund – Repair & Maint.
Services)
221-400-0000-5201 ($354,110 Measure M – Repair & Maint.
Services)
#43 – Sunbeam Consulting
Sunbeam Consulting provides different engineering support services. Two contracts are
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. The total contract sum not -to-exceed amount is
$79,296 or $13,216 annually.
These estimated services for FY 2021-22 are not to exceed $5,000.
Account number: 101-400-3120-5101 ($5,000 General Fund – Traffic Management)
b) On-Call Design, Construction Management, and Inspection Services
15
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 expired September 5, 2020 for a total
not-to-exceed amount of $315,000. Amendment No. 2 went into effect on July 1, 2020
and extended the term of the contract until June 30, 2021 and increased the total
contract sum not-to-exceed amount to $430,000 over the term of the contract. Staff
recommends approving Amendment No.3 to extend the contract by one year to June
30, 2022 increasing the total contract sum by $80,000 to a not-to-exceed amount of
$510,000.
These estimated services for FY 2021-22 are not to exceed $80,000.
Account numbers: 101-400-3110-5101 ($65,000 General Fund – PW Administration)
202-400-3170-5101 ($15,000 Gas Tax Fund – Street Pavement
Maintenance)
#44 – Unisan Products
The City purchases custodial cleaning supplies and consumables from Unisan Products
for use at City facilities and parks. 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 $25,000.
The total estimated services for FY 2021-22 are not to exceed $55,000.
Account number: 101-400-3140-4310 ($30,000 General Fund – Building Maintenance)
101-400-9101-4310 ($25,000 General Fund – Emergency Operations
Center)
#45 – Valley Maintenance Corporation
Valley Maintenance Corporation provides nightly custodial services for various City
facilities. On August 1, 2020, the City and contractor entered into a three-year agreement
that expires on August 1, 2023, with a one-year extension option. The total contract sum
not-to-exceed amount is $283,176, over the contract term.
The estimated services for FY 2021-22 are not to exceed $94,392.
Account number: 101-400-3140-5201 ($94,392 General Fund – Building Maintenance)
#46 – Vortex Industries
Vortex Industries, Inc. provides on-call services for automatic mechanical doors, shutters,
and Americans with Disabilities Act (ADA) compliant door repairs throughout City
facilities. On November 1, 2019, the City and contractor entered into a service agreement
that expires on June 30, 2021, with a one -year extension option. The contract sum is in
the amount of $24,000. Staff recommends exercise the option to extend the term through
16
June 30, 2022, and increase the contract sum not-to-exceed from $24,000 to $48,000.
The annual not to exceed amount for FY 21-22 is $24,000.
The estimated services for FY 2021-22 are not to exceed $24,000.
Account number: 101-400-3140-5201 ($24,000 Building Maintenance -Maintenance
services)
#47- West Coast Arborist
West Coast Arborists provides grid trimming, on-call tree trimming and tree removal
services for City trees located in the public right-of-way, City parks, trails, and open
spaces. It also provides tree trimming and tree removal services for trees because of view
restoration determinations. On June 16, 2020, the City Council approved a five-year
contract with West Cost Arborist to provide tree maintenance service for a total contract
sum not-to-exceed amount of $1,400,116 over the five-year term that expires June 30,
2025. The annual not to exceed amount for FY 21-22 is $278,200.
The estimated services for FY 2021-22 are not to exceed $278,200.
Account numbers: 221-400-0000-5201 ($206,000 Measure M – Maintenance)
213-400-0000-5201 ($72,200 Waste Reduction- Maintenance)
RECREATION AND PARKS DEPARTMENT
#48 – 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
Oceanfront 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 Oceanfront 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 2021-22 are not to exceed $160,000.
Account number: 222-400-0000-5101 ($160,000 Habitat Restoration Fund)
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative action s are available for
the City Council’s consideration:
1. Do not approve extensions to certain agreements and direct Staff to issue
requests for proposals for consideration by the City Council at a later date.
17
2. Identify concerns with contract amounts and provide Staff with direction.
3. Take other action, as deemed appropriate.
18
Reference #Vendor FY 2021-22 Account Number Category
1 Media News Group a.ka. Daily Breeze $30,000 101-400-XXXX-5102 Professional/Technical
1 Media News Group a,k.a. Daily Breeze 15,000 213-400-0000-5102 Professional/Technical
2 Canon Solutions America 40,000 101-400-1470-5201 Maintenance
3 Netrix, LLC ( formelry Prosum, Inc.)230,425 101-400-1470-5101 Maintenance
4 Ramundsen Superior Holdings, LLC 85,000 101-400-1470-5201 Maintenance
5 Tyler Technologies, Inc.57,000 101-400-1470-5201 Maintenance
6 SHI International Corp.20,000 101-400-1470-4310 Maintenance
6 SHI International Corp.55,000 101-400-1470-5201 Maintenance
7 Blais & Associates 50,000 101-400-2999-5101 Professional/Technical
8 Aleshire & Wynder, LLP 570,000 101-400-1210-5107 Professional/Technical
8 Aleshire & Wynder, LLP 15,000 101-400-1210-5108 Professional/Technical
8 Aleshire & Wynder, LLP 230,000 101-400-1210-5109 Professional/Technical
8 Aleshire & Wynder, LLP 65,000 101-400-1210-5110 Professional/Technical
8 Aleshire & Wynder, LLP 60,000 101-400-1210-5119 Professional/Technical
9 Azteca Systems, LLC 40,000 101-400-1470-5201 Maintenance
10 Dell Marketing LP 20,000 101-400-1470-4310 Maintenance
10 Dell Marketing LP 68,000 101-400-1470-5201 Maintenance
11 Maria Serrao 45,000 101-400-1440-5101 Professional/Technical
12 Jeff Koven 40,000 101-400-1440-5101 Professional/Technical
13 Choice Mediation (Coleen Berg)45,000 101-400-4150-5101 Professional/Technical
14 Los Angeles County Animal Control 94,000 101-400-4180-5101 Professional/Technical
15 Cotton, Shires and Associates 150,000 101-400-4170-5101 Professional/Technical
16 Interwest Consulting Group 42,000 101-400-4130-5101 Professional/Technical
17 LSA Associates 15,000 101-400-4120-5101 Professional/Technical
18 Wildlife Services 15,000 101-400-4180-5101 Professional/Technical
19 ESA - Environmental Sciences Associates 238,749 101-400-4120-5101 Professional/Technical
20 Michael Baker Intenational Inc 80,000 101-400-4120-5101 Professional/Technical
21
CliftonLarsonAllen LLP (Formerly White Nelson Diehl
Evans, LLP)50,200 101-400-2110-5101 Professional/Technical
21
CliftonLarsonAllen LLP (Formerly White Nelson Diehl
Evans, LLP)2,900 285-400-0000-5101 Professional/Technical
21
CliftonLarsonAllen LLP (Formerly White Nelson Diehl
Evans, LLP)4,000 701-400-0000-5101 Professional/Technical
21
CliftonLarsonAllen LLP (Formerly White Nelson Diehl
Evans, LLP)2,900 795-400-0000-5101 Professional/Technical
22 Office Depot 40,000 101-400-XXXX-4310 Supplies
23 Bay Alarm 30,000 101-400-3140-5201 Maintenance
24 BD Top Soil Inc 18,000 101-400-3150-5106 Supplies
24 BD Top Soil Inc 10,000 101-400-3151-5106 Supplies
25 Black Knight Patrol, LLC 28,000 101-400-3140-5201 Maintenance
26
Diamond Environmental Services (formerly A-1
Coast Sanitation)28,000 101-400-3150-5106 Maintenance
27 Econolite Systems, Inc.127,462 211-400-0000-5201 Maintenance
28
EDCO Disposal (administrator of contract with
CleanStreet)138,000 338-400-3170-5201 Maintenance
28
EDCO Disposal (administrator of contract with
CleanStreet)54,000 214-400-0000-5201 Maintenance
28
EDCO Disposal (administrator of contract with
CleanStreet)58,000 343-400-0000-5201 Maintenance
29 Fire Grazers 276,378 101-400-3230-5201 Maintenance
30 Graffiti Protective Coatings, Inc.36,000 101-400-3140-5201 Maintenance
31 Hardy & Harper, Inc.10,000 225-400-0000-5201 Professional/Technical
CITY OF RANCHO PALOS VERDES
Maintenance and Operations Vendors
Over $25,000 for FY2021-22
A-1
Reference #Vendor FY 2021-22 Account Number Category
CITY OF RANCHO PALOS VERDES
Maintenance and Operations Vendors
Over $25,000 for FY2021-22
31 Hardy & Harper, Inc.235,000 202-400-3170-5201 Professional/Technical
31 Hardy & Harper, Inc.34,500 101-400-3151-5201 Professional/Technical
31 Hardy & Harper, Inc.25,000 101-400-3150-5201 Professional/Technical
31 Hardy & Harper, Inc.240,000 202-400-3180-5201 Professional/Technical
32 Interwest Consulting 60,000 101-400-3110-5101 Professional/Technical
32 Interwest Consulting 15,000 101-400-3110-5101 Professional/Technical
33 McGee Surveying Consulting 36,000 285-400-0000-5101 Professional/Technical
33 McGee Surveying Consulting 16,500 795-400-0000-5101 Professional/Technical
34 Michael Baker Intenational Inc 23,800 310-400-xxxx-5101 Professional/Technical
34 Michael Baker Intenational Inc 1,200 310-400-8842-5101 Professional/Technical
35 Monaco Mechanical, Inc. DBA All Area Services 30,000 101-400-3140-5201 Maintenance
35 Monaco Mechanical, Inc. DBA All Area Services 30,000 225-400-0000-5201 Maintenance
36 Multi W. Systems 60,000 225-400-0000-5201 Maintenance
37 Palos Verdes Peninsula Transit Authority 791,000 216-400-0000-5120 Transit
38 Rigg Consulting 20,000 101-400-3110-5101 Professional/Technical
39 Ron’s Maintenance 165,000 343-400-3130-5201 Maintenance
40
Siemens Mobility, Inc. (formerly Siemens Industry,
Inc.)144,000 211-400-0000-5201 Maintenance
41 Statewide Safety Systems (formerly Maneri Signs)5,000 101-400-3150-4310 Supplies
41 Statewide Safety Systems (formerly Maneri Signs)5,000 101-400-3151-4310 Supplies
41 Statewide Safety Systems (formerly Maneri Signs)20,000 202-400-3180-4310 Supplies
42 Stay Green Inc 145,000 101-400-3150-5201 Maintenance
42 Stay Green Inc 402,000 101-400-3151-5201 Maintenance
42 Stay Green Inc 254,000 101-400-3230-5201 Maintenance
42 Stay Green Inc 380,000 202-400-3180-5201 Maintenance
42 Stay Green Inc 26,000 223-400-0000-5201 Maintenance
42 Stay Green Inc 354,110 221-400-0000-5201 Maintenance
43 Sunbeam Consulting 5,000 101-400-3110-5101 Professional/Technical
43 Sunbeam Consulting 65,000 101-400-3110-5101 Professional/Technical
43 Sunbeam Consulting 15,000 202-400-3170-5101 Professional/Technical
44 Unisan Products 55,000 101-400-3140-4310 Supplies
44 Unisan Products 25,000 101-400-9101-4310 Supplies
45 Valley Maintenance Corporation 94,392 101-400-3140-5201 Maintenance
46 Vortex 24,000 101-400-3140-5201 Maintenance
47 West Coast Arborist 206,000 221-400-0000-5201 Maintenance
47 West Coast Arborist 72,200 213-400-0000-5201 Maintenance
48 Palos Verdes Peninsula Land Conservancy 160,000 222-400-0000-5101 Professional/Technical
TOTAL $7,568,716
A-2
Fund Fund Description Amount
101 General Fund 4,180,644$
202 Gas Tax Fund 890,000$
211 1911 Act Street Light Fund 271,462$
213 Waste Reduction Fund 87,200$
214 AQMD 54,000$
216 Proposition A Fund 791,000$
221 Meaure M 560,110$
222 Habitat Restoration Fund 160,000$
223 Subregion 1 Fund 26,000$
225 Abalone Cover Sewer Maintenance Fund 100,000$
285 Improvement Authority - Abalone Cove Fund 38,900$
310 CDBG 25,000$
338 Environmental Excise Tax Fund 138,000$
343 Measure W 223,000$
701 Successor Agency Fund 4,000$
795 Improvement Authority - Portguese Bend Fund 19,400$
TOTAL ALL FUNDS 7,568,716$
SUMMARY BY FUND
A-3