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Home My WebLink AboutItem 11k - Gun Range Maintenance Services DATE: June 16, 2020 TO: Honorable Mayor and City Council FROM: Robert Guthrie, Chief of Police By: Dr. Jennifer Brutus, Sr. Management Analyst SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH RANGE MAINTENANCE SERVICES, LLC FOR GUN RANGE MAINTENANCE SERVICES IN AN AMOUNT NOT TO EXCEED $25,283 Recommendation: Approve SUMMARY The existing Professional Services Agreement (“Agreement”) with the Range Maintenance Services, LLC (“Range Maintenance”) for gun range maintenance services expires on June 30, 2020. It is recommended that the City Council approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Range Maintenance from July 1, 2020, through June 30, 2021, in an amount not to exceed $25,283. BACKGROUND In July 2017, the Arcadia Police Department (the “Department”) began contracting with Range Maintenance for gun range maintenance services. The Agreement was signed for a three-year term, and included an option to renew for three additional years on an annual basis. Fiscal Year 2020-21 will constitute the first extension. The Department’s gun range, also known as a firearms range, is a state of the art 4,500 square foot indoor training facility. The gun range is in operation 24 hours per day, seven day per week and is only for use by law enforcement agencies. The facility’s main purpose is to provide a climate controlled all-indoor range for the Department’s Police Officers who are required to complete periodic firearms trainings; however, it is also used for training purposes by neighboring law enforcement agencies. The five- lane, 50-yard facility is equipped with a variable lighting system, targeting system, ready room for weapon cleaning and preparation, observation area, armory storage room, and training classroom. Professional Services Agreement Amendment for Gun Range Maintenance Services June 16, 2020 Page 2 of 3 It is imperative for the Department to keep its gun range facility clean and safe. The City must protect its employees and patrons from lead and gaseous pollutants, which are common dangers of an indoor gun range. In order to protect the health of all gun range users and the long-term financial health of the facility, Arcadia’s gun range will continue to undergo a series of four maintenance services: monthly air filter replacements, biannual filter replacements, annual high-efficiency particulate air (“HEPA”) filter replacements, and an annual Gran Bullet Trap maintenance service. DISCUSSION The City’s current Agreement with Range Maintenance is set at $19,080. However, to extend services for FY 2020-21, Range Maintenance is requesting an annual fee of $25,283, which constitutes a 32.51% increase. While the contract price has been constant over the past three years, the company attributes the increase to rising labor rates, insurance costs, and equipment prices. In comparison to other companies in the industry, Range Maintenance is still the lowest-cost option in comparison to its competitors such as MT2, LLC and HCI Environmental & Engineering, who are at least $10,000 and $60,000 more expensive, respectively. Thus, Range Maintenance’s costs are considered reasonable in comparison to others in the industry. The company has been servicing the Department’s gun range for about 11 years, which included eight years prior to the current Agreement. The company will continue to perform all work in accordance with all applicable South Coast Air Quality Management District (“SCAQMD”), U.S. Department of Transportation (“USDOT”), Environmental Protection Agency (“EPA”), Department of Toxic Substances Control (“DTSC”), and California Occupational Safety and Health Administration (“CAL-OSHA”) rules and regulations. Overall, Range Maintenance Services is the most qualified vendor to provide the best, low-cost gun range maintenance services to the Department, and it is recommended that the City amend the contract for an additional year of services. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. Professional Services Agreement Amendment for Gun Range Maintenance Services June 16, 2020 Page 3 of 3 FISCAL IMPACT For the term of the Professional Services Agreement, from July 1, 2020, to June 30, 2021, the fee for gun range maintenance services will be $25,283. This amount has been budgeted in the City’s Operating Budget for FY 2020-21. RECOMMENDATION It is recommended that the City Council determine that this project is exempt under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the City Manager to execute an amendment to the Professional Services Agreement with Range Maintenance Services, LLC for gun range maintenance services in an amount not to exceed $25,283. Attachment: Proposed Amendment No. 3 to Professional Services Agreement 1 AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT FOR GUN RANGE MAINTENANCE SERVICES This Amendment No. 3 (“Amendment No. 3”) is hereby entered into by and between the City of Arcadia, a charter city organized under the Constitution and laws of the State of California, and Range Maintenance Services, LLC, a limited liability corporation, with respect to that certain Professional Services Agreement between the parties dated June 5, 2017 (“Agreement”), as amended by Amendment No. 1, dated May 22, 2018. and further amended by Amendment No. 2, dated July 22, 2019. The Parties agree as follows: 1. Section 3.1.2 of the Agreement, the Term is amended by extending the term from July 1, 2020, through June 30, 2021 (the “Extended Term”). 2. Section 3.3.1 of the Agreement, the Compensation is amended for the Extended Term as referenced in the attached Exhibit “C”. 3. All of the remaining terms and provisions of the Agreement are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 3 on the date set forth below. CITY OF ARCADIA RANGE MAINTENANCE SERVICES, LLC Dominic Lazzaretto Donna Foggiato City Manager General Manager ATTEST: ___________________________ City Clerk APPROVED AS TO FORM: ___________________________ Stephen P. Deitsch City Attorney Date: ______________________________ ___________________________________ Erica Foggiato-Salvi, Manager Dated: _____________________________ CONCUR: _________________________________ Robert Guthrie Chief of Police 2 Exhibit "C" COMPENSATION The Agreement is amended to provide that the total compensation for the period from July 1, 2020, through June 30, 2021, shall not exceed twenty-five thousand two hundred eighty-three dollars and zero cents ($25,283.00), as referenced in the attached support services price letter dated March 10, 2020. Total Cost for FY 2020-21 Gun Range Maintenance Services Service Cost Total $23,583 Insurance Cost Total $1,700 Total Contract Cost $25,283 Tuesday, March 10, 2020 Office of the City Clerk City of Arcadia 240 W. Huntington Drive Arcadia, CA 91066 SUBJECT: Cost Proposal – City of Arcadia Police Department Gun Range Maintenance Services  Stage 1 – Monthly Air Filter Replacement - $550.00 per service 12 services per year = $6,600.00 total cost per year  Stage 2 – Biannual Filter Replacements - $1,944.00 per service Service every 6 months = 2 x per year = $3,888.00 total cost per year  Stage 3 – Annual HEPA Filter Replacements - $6,345.00 per service 1 service per year = $6,345.00 total cost per year  Stage 4 – Annual Gran Bullet Trap Maintenance - $6,750.00 per service 1 service per year = $6,750.00 total cost per year  Insurance Costs: Automobile Insurance approximately $1,275.00* (annually)  Worker’s Compensation Insurance: approximately $425.00* (annually) *Please note this is quoted as approximate costs due to insurance not renewing until November 2020. TOTAL YEARLY PROPOSED COST: $25,283.00 Respectfully Submitted: Donna Foggiato Range Maintenance Services, LLC 408-209-1223 cell 209-736-9692 office johnfoggiato@comcast.net RANGE MAINTENANCE SERVICES, LLC 301 MARY BELLE WAY ANGELS CAMP, CA 95222 209-736-9692 office 408-209-1223 cell “Quality Range Maintenance & Management Service”