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    16.    
City Council Regular Joint
Meeting Date: 10/22/2019  

SUBJECT:
TROVAO AND ASSOCIATES CONTRACT AWARD
RECOMMENDATION:
  1. Adopt a Resolution entitled:  A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHINO HILLS, CALIFORNIA, ADOPTING A BUDGET AMENDMENT FOR FISCAL YEAR 2019-20 INCREASING VARIOUS FUNDING SOURCES FOR HOLIDAY DECORATIONS, LIGHTING, AND STORAGE SERVICES FOR THE MCCOY EQUESTRIAN RECREATION CENTER, CHINO HILLS COMMUNITY CENTER, AND CITY HALL BY $2,943. 
     
  2. Authorize the execution of a three-year agreement with two (2) one-year renewal options with Trovao and Associates, Inc. to provide holiday decorations, lighting, and storage services for the McCoy Equestrian and Recreation Center, Chino Hills Community Center, and Chino Hills City Hall in an amount not to exceed $68,887.50.
BACKGROUND/ANALYSIS:
On Wednesday, August 12, 2019, staff sought proposals from qualified vendors for holiday decorations and lighting services for the McCoy Equestrian and Recreation Center, Chino Hills Community Center, and Chino Hills City Hall through the Request for Proposal (RFP) process. In addition, five (5) request for proposals were mailed to vendors that were on the vendor list. In response to the RFP, on September 12, the City received two (2) proposals. The proposals were evaluated on the following criteria:
  1. Approach to work including task, staffing, and quality of equipment - 30%
     
  2. Experience and technical competence of Contractor and staffing on similar projects of equal complexity - 20%
     
  3. References - 15%
     
  4. Proposed cost - 35%
Trovao and Associates was the lowest bidder and the highest ranked based on the criteria above. 
 
ENVIRONMENTAL (CEQA) REVIEW:
This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq., "CEQA") and CEQA Guidelines (Title 14 California Code of Regulations §§ 15000, et seq.), because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and, constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)).
FISCAL IMPACT:
The proposed budget amendment will increase the expenditure budget in the Community Services Fund by $2,943. Future contract costs will be budgeted for in the appropriate fiscal year. The General Fund supports the Community Services Fund through transfers based on actual revenues and expenditures throughout the year. Therefore, the projected General Fund balance will be decreased by $2,943.  
REVIEWED BY OTHERS:
This item has been reviewed by the Finance Director.
Attachments
Resolution
Budget Amendment 20B015
Agreement

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