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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings pursuant to Section 3.13.030 (B) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that the heating and air conditioning system repair and replacement services by Ski Air Incorporated, requires specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Approve and authorize the chair to sign Amendment I to competitively procured Agreement for Services 6534 with Ski Air Incorporated, increasing the contract value by $300,000, for a revised not-to-exceed amount of $658,500, with no change to the term expiring June 30, 2025, and no change to the rates of the contract;
3) Authorize the Purchasing Agent to execute amendments relating to Agreement 6534, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement; and
4) Authorize the HHSA Director, or the Chief Assistant Director, to execute programmatic, administrative, and fiscal documents relating to Agreement 6534.
FUNDING: 100% Federal Low-Income Home Energy Assistance Program.
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DISCUSSION / BACKGROUND:
LIHEAP is a federally funded program that assists income-eligible households meet their energy needs. HHSA administers local LIHEAP services through the Weatherization Program, which provides home weatherization services to low-income residents of El Dorado County and Alpine County. These energy efficiency measures maximize residential cost savings and energy conservation, improving health, safety, and financial outcomes for eligible households.
The Weatherization Program maintains a pool of local, licensed contractors to perform weatherization-related projects on an as-needed basis, ensuring timely and cost-effective coverage for County service areas. Weatherization services include electrical work; heating, venting, and air conditioning (HVAC) repair or replacement; water heater replacement; and fireplace repair or replacement. The Weatherization Program is supported by an annually allocated LIHEAP funding Agreement between County and the California Department of Community Services and Development (CDCSD), with a total of $2,046,340 allocated for fiscal year 2023-24.
On January 10, 2022, on behalf of HHSA, County’s Chief Administrative Office (CAO) Procurement and Contracts Division issued Request for Qualifications (RFQ) No. 22-918-027 for the provision of residential weatherization services. As a result of this competitive solicitation, the Board approved competitively procured Agreement 6534 with Ski Air Incorporated on December 6, 2022 (Legistar file 22-1776).
Through Agreement 6534, the Weatherization Program seeks to reduce utility costs and allow occupants to experience a safer and more comfortable home life. Ski Air Incorporated provides personnel, equipment, and services to complete critical heating and air conditioning system repair and replacement. These services assist low-income households with high energy costs, with a focus on vulnerable residents, such as older adults, individuals with disabilities, and families with children.
This Amendment I to Agreement 6534 increases compensation of the contract from $358,500 to $658,500, as the current maximum obligation has been expended quicker than anticipated. The increased usage of this contract resulted from severe weather events in the County resulting in increased outreach by applicants to the LIHEAP program. Further, the Contractor’s cost for equipment and repairs has also risen.
HHSA is recommending the Board approve this Amendment I to allow HHSA to continue using Ski Air Incorporated for cost-effective services in support of the Weatherization Program throughout the duration of the Agreement.
ALTERNATIVES:
Should the Board decline to approve this recommendation, there would be delays in serving low-income residents of El Dorado County and Alpine County who meet the Weatherization Program eligibility requirements. This would also result in the possible underspending of State contract funds. County staff lack the required licenses to perform the specialized repairs and improvements required by the Weatherization Program.
PRIOR BOARD ACTION:
12/06/2022, 22-1776, HHSA - Ski Air HVAC Weatherization Services, 6534
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, and Risk Management.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
There is no Net County Cost associated with this Agenda item. This amendment does not change the rates of the original agreement, and this Agreement, as amended, will continue to be funded by Federal LIHEAP funding allocated to the Weatherization Program. Sufficient appropriations were included in the Fiscal Year 2024-25 Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS:
Clerk of the Board to obtain signature of Chair on one original Amendment I to Agreement 6534.
STRATEGIC PLAN COMPONENT:
N/A
CONTACT:
Olivia Byron-Cooper, MPH, Director, Health and Human Services Agency