Title
Chief Administrative Office, Emergency Medical Services and Emergency Preparedness and Response Division, recommending the Board:
1) Approve and authorize the Purchasing Agent to sign perpetual Agreement 8178 with Stuart Tunick to provide storage unit rentals for the EMS Agency to store Emergency Preparedness and Response program supplies that are used primarily for training and exercises on a month-to-month basis, retroactive to April 1, 2023, for unit 131 and July 1, 2023, for units C114 and C153, with an annual cost estimated at $6,192 for all three units, contingent upon Risk Management approval; and
2) Delegate authority to the Purchasing Agent to increase the agreement amount by an estimated $6,192 annually for the recurring unit rental cost.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Emergency Medical Services and Emergency Preparedness and Response (EP&R) Division has stored EP&R Program supplies with Stuart Tunick since March of 2020. The storage is primarily needed for supplies that are used for training and exercises. Since EP&R lacks adequate storage space for these supplies, this additional storage space is necessary for the division to have easy access to these supplies.
Agreement 4736 with Stuart Tunick was executed in March of 2020 for the rental of storage unit 131 for a three-year period. In July 2020, Agreement 5163 with Stuart Tunick was executed for the rental of storage units C114 and C153 for a three-year period.
Central Fiscal and the EP&R Program have been working with Stuart Tunick since late 2022 to obtain renewal agreements to replace Agreements 4736 and 5163 when they were set to expire. It was the intent to obtain one agreement for all three units with a three-year term locked in rate, however, the vendor was unable to provide this to the County as they only offer month-to-month rental agreements for their units. While working on the renewal agreement, Stuart Tunick initiated rate increases to the units, which resulted in additional revisions to the draft Agreement further delaying the execution of an Agreement. The EP&R Program continued to utilize the storage units while a renewal agreement was in process for the rental of all three units on a month-to-month basis. It was not feasible or cost effective for the Division to change storage locations while a new agreement was being put in place.
The proposed perpetual Agreement 8178 will allow the EMS Agency continued use of storage units 131, C114 and C153 on a month-to-month basis, retroactive to April 1, 2023, for unit 131 and July 1, 2023, for units C114 and C153. The annual cost for the rental of these three units is estimated at $6,192, with a monthly cost of $516 per month.
ALTERNATIVES
Should the Board decline to approve this Agreement, the EMS Agency will need to find another vendor who can provide adequate storage space with twenty-four-hour access. The EMS Agency will also be unable to process payments for the storage unit rentals from April 1, 2023, through today.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Emergency Medical Services and Emergency Preparedness and Response Division’s Fiscal Year 2023-24 Budget includes sufficient appropriations for this cost and appropriations will be included in future years’ budgets for the annual cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Sue Hennike, Assistant Chief Administrative Officer