Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to sign Amendment III to Agreement for Services 2841/212-S1810 with Pride Industries One, Inc. to extend the term one year to March 19, 2022 to provide on-call and emergency maintenance, repair, and janitorial services at various County operated locations; and
2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and 3.13.030 Section C of County Ordinance 5116 that the ongoing aggregate of the work performed under this Agreement is temporary or occasional in nature and the work to be performed is not sufficient to warrant the addition of permanent staff.
FUNDING: Accumulative Capital Outlay Fund and General Fund.
Body
DISCUSSION / BACKGROUND
On March 20, 2018, the Purchasing Agent executed Agreement for Services No. 2841/212-S1810 with Pride Industries One, Inc. to provide on-call and emergency maintenance, repair and janitorial services at various County operated locations. Specific services include work related to heating, ventilating and air conditioning (HVAC), irrigation, plumbing, earthwork, masonry, framing and rough carpentry, electrical, landscaping, painting, welding, glazing, and janitorial among other ancillary tasks. This agreement was initially put in place to assist with after hour emergencies and to help the Division meet California Occupational Safety and Health (OSHA) Confined Space requirements. Those requirements often need up to three individuals and the Division’s staffing levels are limited, especially in the afterhours. This agreement was established with a two year term (originally to expire March 19, 2020) and a not-to-exceed amount of $65,000.
On March 18, 2020, the Purchasing Agent executed Amendment I that increased the term one year and increased compensation by $5,000 for an amended expiration date of March 18, 2021 and an amended not-to-exceed amount of $70,000. With the outbreak of COVID-19 the Division began utilizing services weekly to primarily assist with sanitizing and other janitorial needs.
On June 23, 2020, the Board authorized the Purchasing Agent to execute Amendment II that increased compensation an additional $200,000 in compensation, for an amended not-to-exceed amount of $270,000. With the Division’s South Lake Tahoe maintenance staff completely depleted due to retirements, Pride was essential in helping supplement the Division in a wide area of issues in the Basin. They also continued their COVID-19 mitigation assistance.
Amendment III extends the term an additional year to March 19, 2022 with no change in compensation. The Division is still short two Building Maintenance Positions in South Lake Tahoe. The union has reviewed and approved this amendment.
Due to the fact these services are primarily utilized in short term and temporary situations it is further recommended the Board Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and section 3.13.030, C of County Ordinance 5116 that the ongoing aggregate of the work performed under this Agreement is not sufficient to warrant the addition of permanent staff.
ALTERNATIVES
The Board could decline this amendment and the Division will be limited in responding to a potential wide range of issues. Along with the supplemental assistance related to COVID-19, Pride assists the Division with compliance to OSHA’s Confined Space Regulations. The Division is also still attempting to recruit for the two vacant Building Maintenance Worker positions in South Lake Tahoe leaving one County employee available for afterhours/emergency issues.
PRIOR BOARD ACTION
June 23, 2020; Legistar File No. 20-0623 - Amendment II approval.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available in both the Accumulated Capital Outlay Fund and the Division's Operating Budget (General Fund) for Fiscal Year 2020-21 and will be budgeted in Fiscal Year 2021-22. Services specific to COVID-19 are being tracked and additional funding will be requested for these services, if made available.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Division Manager