Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to sign Amendment II to Agreement for Services 2864 with Mesa Energy Systems, Inc. to increase compensation by $200,000 for an amended not-to-exceed amount of $365,000 and to increase the term an additional year, expiring July 17, 2022, to provide on-call and emergency maintenance and repair services for heating, ventilating, and air conditioning (HVAC) equipment located 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: Accumulative Capital Outlay Fund, General Fund, COVID-19 Funds.
Body
DISCUSSION / BACKGROUND
On July 18, 2018 the Purchasing Agent executed Agreement for Services No. 2864 with Mesa Energy Systems, Inc. to provide on-call and emergency maintenance and repair services for heating, ventilating and air conditioning (HVAC) equipment located at various County operated locations. The agreement was established for two years and a not-to-exceed amount of $65,000.
On February 4, 2020, the Board authorized the Purchasing Agent to sign Amendment I to Agreement for Services 2864 with Mesa Energy Systems, Inc. to increase compensation by $100,000 for an amended not-to-exceed amount of $165,000 and to increase the term an additional year, expiring July 17, 2021.
While the County has made significant strides in HVAC capital improvements at its most utilized locations there are still several locations that are problematic with risk of failure. Compounded with the unknown future of COVID-19 mitigation the Division seeks to increase the compensation and term to be proactive. Mesa Energy Systems has been providing the Division with significant support thus far over the contract term and has successfully assisted in numerous emergency and highly complicated problems.
The current agreement only has approximately $3,800 available and an amendment is necessary to increase compensation so that their support remains available. The Division also seeks to add an additional year to the term. Should the amendment be approved the revised not-to-exceed amount will be $365,000 with an amended expiration date of July 17, 2022. There are no further changes to the underlying agreement.
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 urgent or highly complicated situations on a temporary or occasional nature 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 HVAC issues and COVID-19 mitigation.
PRIOR BOARD ACTION
February 4, 2020; Legistar File No. 20-0115; Item No. 2: Approval of Amendment I to Agreement for Services No. 2864 with Mesa Energy Systems, Inc.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available in both the Accumulative Capital Outlay Fund and the Division's Operating Budget (General Fund) for Fiscal Year 2020-21 and shall be budgeted in the future fiscal year. Services specific to COVID-19 are being tracked and reimbursement will be requested for these services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure / Public Safety
CONTACT
Russ Fackrell
Facilities Division Manager