Title
Chief Administrative Office, Facilities Division, recommending the Board consider the following:
1) Make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of the work to be performed under Agreement for Services 6952 with Mapes Enterprises is not sufficient to warrant the addition of permanent staff; and
2) Authorize the Purchasing Agent to sign Amendment II to the Agreement to increase compensation by $100,000, for an amended not-to-exceed amount of $281,000, with no change to the term or contract rates, for routine snow removal, snow staking, and snow hauling services in South Lake Tahoe at County-operated facilities.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The County has contracted with Mapes Enterprises over the past several years for routine snow removal, snow staking, and snow hauling services at various County operated locations in South Lake Tahoe. Agreement for Services No. 6952 was executed by the Purchasing Agent with a one-year term of November 6, 2022, to November 5, 2023, and a not-to-exceed amount of $81,000.
On February 14, 2023, the Purchasing Agent executed Amendment I to increase compensation by $100,000, as December snowfall was heavier than anticipated.
Snowfall in January and February was also much higher than anticipated, and the forecast for March shows that will continue. Agreement expenditures through February are approximately $122,000, leaving $59,000 available. The additional compensation is needed so that snow removal, snow staking, and snow hauling services remain available for County operated locations. Should the Board approve, compensation shall be increased by $100,000 for an amended amount not to exceed $281,000. It is not anticipated this full amount will be expended but may be needed should heavy snowfall continue past March. The Amendment also includes an update to Article XXVIII, Indemnity to include updated contract provisions.
The Division also requests the Board make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of the work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff due to the nature of the work being very sporadic and temporary.
ALTERNATIVES
Absent the additional compensation, the Division shall be limited in responding to snow removal and increase the risk of needing to temporarily close impacted buildings.
PRIOR BOARD ACTION
02/14/2023: 23-0158, Board authorized Purchasing Agent to execute Amendment I, increasing compensation by $100,000.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is funding available in the Division’s current fiscal year’s operational budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Chuck Harrell
Facilities Division Manager