Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to sign Amendment II to Agreement for Services 2841/212-S1810 with Pride Industries One, Inc. to increase compensation by $200,000 for an amended not-to-exceed amount of $270,000 to provide on-call and emergency maintenance and repair services at various County operated locations; and
2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and 3.13.030 Section C of County Ordinance 5116 that the ongoing aggregate of the work performed under this Agreement is temporary or occasional in nature and the work to be performed is not sufficient to warrant the addition of permanent staff.
FUNDING: Accumulated Capital Outlay Fund, General Fund, COVID-19 Funds.
Body
DISCUSSION / BACKGROUND
On March 20, 2018, the Purchasing Agent executed Agreement for Services No. 2841/212-S1810 with Pride Industries One, Inc. to provide on-call and emergency maintenance and repair services at various County operated locations. Specific services include work related to heating, ventilating and air conditioning (HVAC), irrigation, plumbing, earthwork, masonry, framing and rough carpentry, electrical, landscaping, painting, welding, glazing, and janitorial among other ancillary tasks. This agreement was initially put in place to assist with after hour emergencies and to help the Division meet California Occupational Safety and Health (OSHA) Confined Space requirements. Those requirements often need up to three individuals and the Division’s staffing levels are limited, especially in the after hours. This agreement was established with a two year term (to expire March 19, 2020) and a not-to-exceed amount of $65,000.
On March 18, 2020, the Purchasing Agent executed Amendment I that increased the term one year and increased compensation by $5,000 for an amended expiration date of March 18, 2021 and an amended not-to-exceed amount of $70,000. With the outbreak of COVID-19 the Division began utilizing services weekly to primarily assist with sanitizing and other janitorial needs.
Amendment II seeks to add an additional $200,000 in compensation, for an amended not-to-exceed of $270,000. With the Division’s South Lake Tahoe staff depleted, and two potential retirements within the next few months, Pride has been essential in helping supplement the Division in a wide area of issues in the Basin. COVID-19 mitigation measures are also expected to be needed and it’s unknown if there will be any spike. Additionally, the Division’s Grounds Crew has lost the use of jail inmate labor due to this virus outbreak. The Sheriff Department partners with the Division and releases two individuals to us weekly and has since frozen that program. With a crew of only five County employees to serve the entire County the loss of this additional labor has negatively impacted functions. Pride could also be utilized to supplement in these landscaping efforts.
The Division does not anticipate utilizing all of this additional $200,000 but needs that flexibility during these uncertain times. Services directly related to COVID-19 will be tracked and a request for reimbursement for the COVID-19 Federal Funds will be submitted.
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 be limited in responding to a potential wide range of issues. Along with the supplemental assistance related to COVID-19, Pride still assists the Division with compliance to OSHA’s Confined Space Regulations. The Division is also still attempting to recruit for the vacant Building Operations Supervisor position in South Lake Tahoe but have not been successful, leaving no County employees available for afterhours/emergency issues.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available in both the Accumulated Capital Outlay Fund and the Division's Operating Budget (General Fund) for Fiscal Year 2019-20 and shall be budgeted in the future Fiscal Year. Services specific to COVID-19 are being tracked and additional funding will be requested for these services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Division Manager