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Chief Administrative Office, Procurement and Contracts Division, recommending the Board approve the following:
1) Find that it is more economical and feasible to perform these services with an independent contractor pursuant to section 3.13.030 of the County Ordinance, as the nature of the work involves temporary or occasional services; and
2) Authorize the Purchasing Agent, or designee, to execute Amendment IV to Agreement for Services 316-S1611 (FENIX 598) with Mother Lode Van & Storage, LLC to increase the compensation of said Agreement by $100,000 for a revised total not-to-exceed amount of $600,000, amend the rate schedule, and extend the contract for an additional year through January 31, 2020.
FUNDING: General Fund (USDA loan).
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DISCUSSION / BACKGROUND
Under this contract, the vendor performs moving services and modular furniture disassembly, inventory, removal, and reinstallation services on an “as requested” basis for County facilities both on the east slope and west slope. Due to the upcoming move of the various Sheriff facilities to the Public Safety Facility, the agreement is being amended to add an additional $100,000 for a revised not-to-exceed amount of $600,000, and extending the contract for an additional year through January 31, 2020, and increasing the rate schedule to account for increased operating costs. New rates are listed in the attached Agreement, in the revised fee schedule, Exhibit A. A comparison of rates to other moving contractors, shows that Mother Lode is still lower than other vendors by 30-60%.
Mother Lode Van & Storage was chosen as the best fit for the complexities of the upcoming move of the current Sheriff facilities to the new Public Safety Facility. The vendor performs criminal background and drug screening of all employees. In addition, several of their employees have been live scanned and the vendor is willing to have other employees scanned, if necessary. Mother Lode Van & Storage has experience in moving evidence using a steel security band system with unique serial numbers on each that are locked onto each truck door after loading. Sheriff employees would escort the vendor at all times and will verify the serial numbers at packing and again verify the serial numbers at delivery. Sheriff employees would then break the steel security seal so vendor can unload. In addition, Mother Lode Van & Storage has previously moved the Sheriff’s undercover narcotics unit, as well as other undercover narcotic units in the region.
In addition, these services will be used for other County department moves and reconfigurations. The County has been contracting with Mother Lode Van and Storage for moving services and modular furniture disassembly, inventory, removal, and reinstallation services for County facilities both on the East Slope and West Slope since December 2009 and have been very satisfied with the services they have been providing.
A Request for Bid was initiated by Procurement and Contracts. Bids were received by five (5) of Bidders: Mother Lode Van & Storage, Inc.; Metropolitan Van & Storage; Crown Worldwide Moving & Storage; Service West; and GDS Moving & Installation. A review of the bids received was completed by Procurement and Contracts and the Facilities Division of the CAO’s Office. An analysis was completed using the costs provided by the bidders utilizing data from an actual previous County move. Costs were compared for the total cost of this move, which included moving services, modular disassembly, inventory, removal and reinstallation services (with prevailing wage rates), packing materials, and equipment rental. Based on this analysis, the following three Bidders were selected: Crown Worldwide Moving & Storage, Metropolitan Van & Storage and Mother Lode Van & Storage, Inc.
In accordance with chapter 3.13, Section 3.13.030, the Board is being asked to make findings that it is more economical and feasible to contract out the necessary services as the nature of the work involves temporary, occasional, or urgent services. Additionally, the contractor will provide the equipment, tools, and materials related to providing the work that may not be feasibily provided by the County.
ALTERNATIVES
If the contract is not amended, the move of the Sheriff into the Public Safety Facility will be delayed.
PRIOR BOARD ACTION
Legistar 15-1453-V1, January 5, 2016 - Original contract approved for a three year term and a not to exceed amount of $150,000
Legistar 15-1453-V2, July 19, 2016 - Amendment I - Increase the not to exceed amount by $150,000 for a total of $300,000
Legistar 15-1453-V3, June 6, 2017 - Amendment II - Increase the not to exceed amount by $200,000 for A/B renovation for a total of $500,000
Legistar 15-1453-V4, July 18, 2017 - Amendment III - Change to fee schedule to allow flexibility for unexpected needs
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Sheriff's Office
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for the move has been included in the Public Safety Facility budget. There is no impact to the general fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russell Fackrell, Facilities Manager
Michele Weimer, Procurement and Contract Manager