Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to execute Amendment II to Agreement for Services 5630 with Cleanrite, Inc. to increase compensation by $100,000 for an amended not-to-exceed amount of $250,000 to provide on-call and emergency restoration and repair services at various County operated locations;
2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 5630, excluding term extensions and increases to the not-to-exceed amount, contingent upon approval by County Counsel and Risk Management; and
3) Make findings that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed under Agreement for Services 5630 is not sufficient to warrant the addition of permanent staff in accordance with Chapter 3.13, Section 3.13.030, of the County Purchasing Ordinance.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
On May 27, 2021, the Purchasing Agent executed Agreement for Services 5630 with Cleanrite, Inc. for a three-year term and a not-to-exceed amount of $72,000. Services provided under this agreement include on-call and emergency restoration, repair, and cleaning of facilities involving wind, water, mold, biohazard, and fire and smoke damage, including disinfection and disposal at various County operated locations.
On April 5, 2022, the Board approved Amendment I that increased compensation by $78,000 for an amended not-to-exceed of $150,000.
Emergency on-call services have exceeded projections significantly (including services related to water damage caused by recent floods). To date, approximately $20,000 remains, and with a contract term of three years, additional compensation is needed so that services remain available. Amendment II increases compensation by $100,000 for an amended not-to-exceed of $250,000. The Amendment also includes ancillary updates to: Article IX, Safety; Article XXIV, Notice to Parties; Article XXVI Indemnity; Article XXVII, Insurance; XXXIV Conflict of Interest; Article XL, Contract Administrator; XLVII Performance Bond; XLVIII Payment Bond; XLIX Notification of Surety Company.
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 have limited ability in addressing facility damage and biohazards.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Agreement for Services 5630 has been budgeted for in the Division’s current Fiscal Year operating budget and will be budgeted for in future years. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety
CONTACT
Chuck Harrell
Facilities Division Manager