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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 this Agreement is not sufficient to warrant the addition of permanent staff; and
2) Authorize the Purchasing Agent, pursuant to final County Counsel and Risk Management approval, to sign Amendment I to Agreement for Services 053-S1710 with Mapes Enterprises for snow removal services in South Lake Tahoe at County operated facilities to:
a) Include snow hauling services;
b) Add Saturday and Sunday services to the Animal Services location; and
c) Increase compensation by $75,000 for an amended not-to-exceed of $139,000 and revise the frequency of invoicing for services.
FUNDING: General Fund.
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DEPARTMENT RECOMMENDATION
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.
Authorize the Purchasing Agent, pursuant to final County Counsel and Risk Management approval, to sign Amendment I to Agreement for Services No. 053-S1710 with Mapes Enterprises. Mapes Enterprises provides services for snow removal and snow staking in South Lake Tahoe and this Amendment is to:
(A) Include snow hauling services
(B) Add Saturday and Sunday services to the Animal Services location
(C) Increase compensation by $75,000 for an amended not-to-exceed of $139,000 and revise the frequency of invoicing for services to bi-monthly
DISCUSSION / BACKGROUND
Mapes Enterprises has been contracted by the County to perform snow removal and snow staking services for various County operated facilities in the South Lake Tahoe basin. The contractor services County facility parking lots, driveways, sidewalks and walkways to ensure access to County facilities.
With the snowfall in South Lake Tahoe far above recent averages this season, additional compensation is required so that Contractor’s services may be retained for the duration of winter. Recent data indicates the snow pack level is the largest in 22 years and more is expected through these remaining months. The Amendment provides additional compensation in the event it is needed, alters the payment terms to bi-monthly, provides Saturday and Sunday services for the Animal Shelter and incorporates snow hauling services in the occasion County Transportation Division is unable to do so in a timely manner.
ALTERNATIVES
Without the Amendment it’s very likely the County will deplete the compensation available prior to the end of the winter season due to the extraordinary amount of snowfall received thus far. This will result in County facilities not being accessible for employees or the public as parking areas will not be plowed.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no change in Net County Cost. The department has savings available in the budget to cover the increased costs. However, if costs continue to increase due to extraordinary weather, a general fund contingency transfer could be necessary. The department will re-evaluate at third quarter.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell, Facilities Manager