Title
Department of Transportation recommending the Board retroactively approve and authorize the Purchasing Agent, or designee, to sign the Agreement for Services 4572 with Paul Slazas doing business as Rosies Firewood, for a term beginning on March 6, 2020 through June 30, 2021.
FUNDING: County Service Area Zone of Benefit Special Taxes and Assessments.
Body
DISCUSSION / BACKGROUND
On November 26, 2019, an Emergency Purchase Order (PO) was established with Paul Slazas doing business as Rosies Firewood (Rosies) for five (5) weeks to provide snow plow services for Gilmore Vista Zone of Benefit 22 (Gilmore Vista) in County Service Area 9 under the Department of Transportation (Transportation) due to an upcoming winter snow storm. During this period, an agreement with Rosies was being prepared. It was evident that the agreement was not going to be executed prior to the expiration date of the PO; therefore, on January 16, 2020, the PO was extended to February 29, 2020. On March 6, 2020, the agreement and Notice of Award of letter were provided to Rosies. Rosies continued to provide services to Gilmore Vista as requested through this period, but did not return the signed agreement in a timely fashion. The partially executed agreement was received on April 16, 2020. Due to delays on the execution of this agreement, Rosies continued to provide services to Gilmore Vista as requested; therefore, the agreement term should begin on March 6, 2020.
Transportation has worked with County Counsel on new snow plow contract provisions that will minimize the risk of future retroactive services. The new contract provisions require the contractor to track contract budget and clearly states that the County will not compensate for work complete without an active contract and adequate budget. The contract includes a revised invoice template with a budget tracking table.
ALTERNATIVES
The Board could decide to not approve this retroactive agreement. If the agreement is not approved, Rosies would not be paid for services completed. This may also jeopardize future snow plow agreements for the Zones of Benefit.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
The proposed agreement has been approved by County Counsel and Risk Management.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to net County cost associated with this item. Funds are available from Gilmore Vista’s budget and no budget amendment is required.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure and Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation