AMENDMENT NO. 1 TO THE MAINTENANCE SERVICES AGREEMENT WITH AXIS GENERAL CONSTRUCTION INC. FOR STORM WATER PUMP STATION MAINTENANCE 

Annual Expense:   $49,140 

Budget:                  $160,400 (101-80401-6001)

The City currently has an active Maintenance Services Agreement with Axis General Construction, Inc. (Axis) for stormwater pump station maintenance. The current agreement was approved by the City Council on October 3, 2023, for a cumulative not-to-exceed amount of $140,400 over an initial three-year term. This proposed amendment provides for the continued maintenance of the City’s three stormwater pump stations, which receive monthly, quarterly, and annual preventive maintenance, as well as extraordinary repairs and emergency response. If approved, this Amendment extends the contract term by an additional two years and increases the contract amount by $100,737.12 for a new cumulative not-to-exceed amount of $241,137.12.

It is recommended that the City Council: 

1. Approve Amendment No. 1 to the Maintenance Services Agreement with Axis General Construction Inc. to extend the contract term by two years and increase the contract amount by $100,737.12 for a revised cumulative not-to-exceed contract amount of $241,137.12 for the entire contract term; and 
2. Authorize the Acting City Administrator, and/or her designee, to approve contract change orders up to 10% of the new cumulative not-to-exceed contract amount, or $24,113.71; and
3. Authorize the Acting City Administrator, and/or her designee, to execute the necessary documents in a form approved by the City Attorney.

This item aligns with Strategic Goal No. 3, Infrastructure, Facilities, & Public Spaces, that the City will maintain and enhance streets, parks, and public facilities to ensure they are well-appointed, clean, attractive, and reflective of the City’s commitment to quality.

On October 3, 2023, the Placentia City Council approved a Maintenance Services Agreement with Axis for stormwater pumpstation maintenance for a not-to-exceed amount of $140,400 over a three-year term with a potential two-year extension. The City has three stormwater pump stations located at the Kraemer Boulevard, Melrose Street, and Placentia Avenue railroad grade separations. These three stations convey stormwater from beneath the railroad bridges, pumping it uphill through the storm drain system until it reaches gravity flow downstream. Routine preventive maintenance of the City’s pump stations helps minimize flood risk, reduce associated street maintenance costs, and improve traffic safety during rainy weather. The contract scope of work provides for routine maintenance of each pump station, such as the cleaning of wet wells, flow monitoring, and the inspection and/or repairs of sump and main pumps. The scope of work also provides for extraordinary repairs as well as 24-hour emergency response.

Staff recommends that the City Council approve Amendment No. 1 to the Maintenance Services Agreement with Axis to extend the contract term by two years and to increase the not-to-exceed amount by $100,737.12, for a new contract not-to-exceed amount of $241,137.12. 

The recommended action will approve Amendment No. 1 to the Maintenance Services Agreement with Axis, increasing the total contract amount by $100,737.12 and extending the term by two years. If approved, the revised total not-to-exceed contract amount will be $241,137.12. Sufficient funds exist in account 101-80401-6001, which has a budget of $160,400. The future cost of the services will be proposed in the operating budgets for future fiscal years.