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Chief Administrative Office, Procurement and Contracts Division and Facilities Division, recommending the Board authorize the Purchasing Agent, or designee, to:
1) Execute Amendment III to Agreement for Services 316-S1611 with Mother Lode Van & Storage to add flexibility to the fee schedule for potential unexpected needs; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for services 316-S1611, including future amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Procurement and Contracts Division and Facilities Division, recommending the Board authorize the Purchasing Agent, or designee, to execute Amendment III to Agreement for Services 316-S1611 with Mother Lode Van & Storage to add flexibility to the fee schedule for potential unexpected needs. Additionally, authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for services 316-S1611, including future amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
DISCUSSION / BACKGROUND
A Request for Bid concerning moving services was initiated by Procurement and Contracts and Agreement for Services #314-S1611 was awarded to Mother Lode Van & Storage, Inc. on January 5, 2016.
On July 19, 2016, the Board authorized Amendment I to this agreement that increased total compensation by $150,000 for a revised total not-to-exceed amount of $300,000.
On June 6, 2017, the Board authorized Amendment II that further increased compensation by $200,000 for a total not-to-exceed amount of $500,000. This Amendment ensured there is adequate contract compensation available for the remainder of the Building A/B renovation project as well as other special department requests that may arise during the term of the Agreement.
Amendment III provides flexibility and administrative efficiency for unforeseen related moving service needs. The agreement contains a structured fee schedule indicated as Exhibit A within the agreement and Amendment III would add the following verbiage: “Any other services, materials and/or rental rates not specified in Exhibit “A” shall be quoted separately on a per job basis and shall be approved by the Contract Administrator prior to the commencement of the work through the issuance of written Work Order.”
Additionally, the Divisions seek authorization for the Purchasing Agent, or designee, to execute further documents relating to Agreement for services 316-S1611, including future amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost. Appropriations for these services have been included in the FY 2017-18 Recommended Budget for the Building A/B renovation project. With regard to future fiscal years, should the funding for these services be reduced or eliminated, the County has the option to terminate the agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russell Fackrell, Facilities Manager
Terri Knowlton, Purchasing Agent