Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to execute Amendment I to Agreement for Services 4714 with L&H Airco, LLC to increase compensation by $75,000 for an amended not-to-exceed amount of $145,000 to provide on-call and emergency heating, ventilation, and air conditioning services at various County operated locations;
2) Make findings that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed under Agreement for Services 4714 is not sufficient to warrant the addition of permanent staff in accordance with El Dorado County Ordinance Code, Chapter 3.13.030; and
3) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement for Services 4714, excluding term extensions and increases to the not-to-exceed amount, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
On April 8, 2020, the Purchasing Agent executed Agreement for Services No. 4714 with L&H Airco LLC for a three-year term and a not-to-exceed amount of $70,000. Services provided under this agreement include on-call and emergency automation and diagnostic, calibration services necessary to keep the County's Alerton IBEX and Alerton BACTalk heating, ventilating, and air conditioning systems, and associated equipment operational at various County locations.
Emergency on-call services have exceeded projections significantly (particularly issues related to the energy management system). To date, approximately $6,000 remains, and with the contract term through April 2023, additional compensation is needed so that services remain available. Amendment I would increase compensation by $75,000 for a revised not-to-exceed amount of $145,000. The Division does not anticipate utilizing all this additional $75,000 but needs that flexibility should problems arise.
Other changes to the agreement include a Notice to Parties address update, ancillary updates to Safety, Contractor to County, Independent Contractor, Default, Termination and Cancellation, Indemnity, Insurance, Conflict of Interest, Nondiscrimination, Force Majeure, Waiver, and Electronic Signatures.
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 have limited ability in addressing HVAC issues.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approved as recommended.
FINANCIAL IMPACT
Agreement for Services No 4714 has been budgeted for in the Division’s current fiscal year operating budget. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety
CONTACT
Russ Fackrell
Facilities Division Manager