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Health and Human Services Agency, Community Services Division, recommending the Board:
1) Approve and authorize the Chair to sign Amendment II to Agreement for Services 535 (275-S1411) with Jim Jonas, Inc., for the provision of heating and air conditioning system design, installation, and repair services increasing the not to exceed amount by $250,000 effective upon execution, for a new maximum contractual obligation of $725,000, and extend the term through July 31, 2021; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 535 (275-S1411), including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: Federal Funding - Department of Energy Weatherization Assistance Program and Low-income Home Energy Assistance Program.
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DEPARTMENT RECOMMENDATION
Health and Human Services Agency (HHSA) recommending the Board approve and authorize Amendment II to Agreement for Services 535 (275-S1411) to increase the not to exceed amount by $250,000 effective upon execution, thereby making the maximum contractual obligation $725,000 and to extend the term to July 31, 2021 to provide heating and air conditioning system design, installation, and repair services for those eligible individuals, thus ensuring HHSA meets the needs of their clients and the requirements of the funding source.
Additionally, HHSA has determined that services provided pursuant to this Agreement 535 (275-S1411) satisfy the criteria defined in Chapter 3.13, Section 3.13.030 of the County Ordinance in that the work performed under this Agreement is on an “as requested” basis. The County does not possess the facilities or personnel necessary to perform the work; therefore, it is more economical and feasible to engage an independent contractor for heating and air conditioning services.
DISCUSSION / BACKGROUND
The Low-Income Home Energy Assistance Program (LIHEAP) is a federally funded program that assists low-income households with offsetting their energy costs by crediting their utility accounts, providing assistance in obtaining firewood or heating fuel, and by installing energy saving measures on their homes through the Weatherization Assistance Program (WAP). Priority is given to the elderly, disabled, and families with children under five years old. The County of El Dorado has received this LIHEAP grant allocation since the early 1980s. Weatherization services have historically been in great demand in the County and high energy costs render the services even more critical to its frail and vulnerable residents on fixed incomes.
HHSA has contracted with Jonas Heating and Cooling since 2009 for the provision of WAP services. To ensure continuing compliance with the program’s funding mandates, Request for Proposal (RFP) 13-918-054 for the provision of heating and air conditioning design, installation, and repair services was published on March 3, 2013. On August 6, 2013, the Board of Supervisors awarded RFP 13-918-054 (Legistar File 13-0892, Item 9) to three entities, one of which was Jonas Heating and Cooling. On January 30, 3014, the Board Chair executed Agreement for Services 535 (275-S1411) with Jonas Heating and Cooling with to provide heating and air conditioning system design, installation, and repair services, for a maximum contractual obligation of $200,000.00 for the term January 30, 2014 through January 29, 2019. June 7, 2016 Board of Supervisors approved Amendment I to Agreement for Services 535 (275-S1411), increasing the compensation by $275,000 for a maximum contractual obligation of $475,000.
ALTERNATIVES
Disapproval of Amendment II to Agreement for Services 535 (275-S1411) will result in the inability to meet the requirements of the funding source. HHSA would no longer be able to provide WAP services.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no Net County Cost associated with this Amendment II to Agreement for Services 535 (275-S1411). The grant allocation of federal funds covers all costs associated with provision of Department of Energy Weatherization Assistance Program (DOE WAP) and Low-income Home Energy Assistance Program (LIHEAP) services and sufficient funding is included in the Agency’s FY 2018-19 budget. The County of El Dorado has received this grant allocation since the early 1980’s and this revenue source is expected to continue.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain signature of Chair on two (2) originals of Amendment II to Agreements for Services 535 (275-S1411).
2) Clerk of the Board to return one (1) fully executed original Amendment II to the HHSA Contracts Unit at 3057 Briw Road for further processing.
STRATEGIC PLAN COMPONENT
Health and Human Services Agency Strategic Plan Project Goal 3 - Program Effectiveness/Integration: To develop collaborative partnerships and community networks that focus on quality, performance standards, outcomes and accountability through mutual goals and continuous improvement.
CONTACT
Patricia Charles-Heathers, Ph.D., MPA,
Director, Health and Human Services Agency