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Chief Administrative Office, Procurement and Contracts Division, recommend the Board:
1) Waive the competitive process for service agreements over $100,000 in accordance with County's Procurement Policy Section 3.4.2(f), Exemption from Competitive Bidding due to the fact that the continuity of providers will provide efficiency;
2) Authorize the Purchasing Agent to execute Amendment I to Agreement for Services 7387 with Mother Lode Van & Storage, Inc. to increase compensation by $175,000 for an amended not-to-exceed amount of $250,000; and
3) Make findings that due to the specialty skills, qualifications, and equipment involved in the work performed under Agreement for Services 7387 it is more economical and feasible to contract out with a vendor in accordance with Chapter 3.13, Section 3.13.030, of the County Purchasing Ordinance.
FUNDING: General and Non-General Fund.
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DISCUSSION / BACKGROUND
On February 10, 2023, the Purchasing Agent executed Agreement for Services 7387 with Mother Lode Van & Storage, Inc. for a one-year term so that the Procurement & Contracts Division could conduct a competitive Request for Proposals (RFP) for future moving services and modular furniture disassembly, inventory, removal, reinstallation services, and collection and disposal services for County surplus property on an as-needed basis. The competitive RFP is scheduled to be released in September 2023.
Due to the recent increase of office space moves within the County and several large moves, one of which is attributed to the acquisition of the new Ponderosa facility, County staff anticipate that another $175,000 will be necessary to pay for anticipated services throughout the remaining term of the Agreement. Since the moving services are currently being scheduled, it would be extremely difficult to send out a competitive request for these services without disrupting the planned moves and facility transitions that will be necessary within the next couple of month...
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