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Chief Administrative Office, Procurement and Contracts Division, on behalf of the Chief Administrative Office, Facilities Division and various County departments, recommending the Board approve the following:
1) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and in accordance with County Ordinance 3.13.030 Section B that it is appropriate to contract with Tri-Signal Integration, Inc. for services provided under Agreement for Services 6180 because the work requires specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work;
2) Approve and authorize the Purchasing Agent to sign Agreement for Services 6180 with Tri-Signal Integration, Inc. for maintenance, inspection, testing, certification, and repair services for automatic fire suppression equipment, kitchen hood systems, and fire extinguisher equipment at various County-operated facilities on an as-requested basis in the maximum amount of $300,000 for the period of April 1, 2022, through March 31, 2025; and
3) Authorize the Purchasing Agent to execute amendments to Agreement for Services 6180, contingent upon County Counsel and Risk Management approval, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: General Fund.
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DISCUSSION / BACKGROUND
The Chief Administrative Office Facilities Division requires the services of an experienced and licensed Contractor to perform as-requested and emergency repair services as well as routine maintenance, inspection, testing, and certification services for the County's automatic fire suppression equipment (wet, dry, and clean agent systems), kitchen hood systems, and fire extinguisher equipment located at various County-operated facilities throughout El Dorado County. The services provided under this agreement include the inspection and certification of various fire suppression systems, including sprinkler systems, kitchen hood systems, and fire extinguisher systems as is legally required by code. The agreement provides for current and anticipated routine, recurring services along with as-needed maintenance and repair services to address any deficiencies discovered during the performance of routine inspection services. The County has successfully contracted with Tri-Signal Integration, Inc. for these services in recent years and continues to find a need for their services for the requested three-year term. The new contract includes rate increases of approximately 3-5% for these services when compared to the previous contract. It is anticipated that the requested agreement amount will sufficiently cover the anticipated service requirements and allow for unforeseen maintenance and repair costs that can be addressed quickly. With the Board's approval of this request the resulting agreement will be awarded in the maximum amount of $300,000 for the period of April 1, 2022, through March 31, 2025.
In accordance with Board of Supervisors' Procurement Policy C-17, Section 7.11, the contractor selection process for service contracts in excess of $100,000 must include a review of the scope of services and contractor's professional qualifications by a group of individuals (including at least one representative from outside the department requesting the services) qualified to judge the contractor's ability to perform the services. Procurement and Contracts has documentation on file that such a review was performed for Agreement for Services 6180 with Tri-Signal Integration, Inc.
ALTERNATIVES
The Board could decide to not approve Agreement for Services 6180 which would result in an interruption of contracted maintenance, as-needed repair, inspection, testing, and certification services for the County's automatic fire suppression equipment, kitchen hood systems, and fire extinguisher equipment while County staff explored other contracting options. This interruption could create safety issues with a building's fire, life, and safety system.
PRIOR BOARD ACTION
1) 09/01/2020, Legistar file 20-0691: Approval of Amendment I to Agreement for Services No. 3777
2) 04/02/2019, Legistar file 19-0347: Approval of Agreement for Services No. 3777
3) 04/05/2016, Legistar file 16-0208: Approval of Agreement for Services 405-S1611 with Tri-Signal Integration, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Human Resources.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The requested Agreement for Services 6180 is a renewal of a prior agreement and continues to be funded by the General Fund. Each County department that will use this Agreement is responsible for ensuring that sufficient appropriations are included in their Fiscal Year 2021-22 Budget and will be included in future budgets throughout the term of this Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent