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Chief Administrative Office, Procurement and Contracts Division, recommending the Board consider the following pertaining to the Placerville Jail Control Panel Upgrade, Bid 14-968-033, Contract No. 446-C1499:
1) Award the Construction Contract to American Alarm Company, Inc. the lowest responsive, responsible bidder;
2) Approve and authorize the Chair to sign the Public Works Contract No. 446-C1499 in the amount of $407,165, subject to review and approval of the final Contracts Documents by County Counsel and Risk Management; and
3) Authorize the Purchasing Agent to sign an Escrow Agreement, if requested by the Contractor and in accordance with Public Contract Code Section 22300, for the purpose of holding Contract retention funds. (Refer 12/10/13, Item 3)
FUNDING: Criminal Justice Special Revenue Fund.
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BUDGET SUMMARY: |
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Total Estimated Cost
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$407,165 |
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Budget - Current FY
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$407,165 |
Budget - Future FY
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New Funding
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Savings
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Other
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Total Funding Available
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$407,165 |
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Change To Net County Cost
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$ -0- |
Fiscal Impact/Change to Net County Cost
Funding is available in the Criminal Justice Special Revenue Fund.
Background
On December 10, 2013 the Board adopted and approved the Plans and Specifications and authorized advertisement for Public Works bids for the Placerville Jail Control Panel Upgrade.
The County of El Dorado Main Jail was constructed in 1988. The main jail control panel system is under heavy use and nearing the end of its functional life. Maintenance on the control system has become problematic as components are obsolete and no longer manufactured.
Facilities has coordinated the design of a replacement system that will modernize jail controls and allow for digital interface with other jail systems. The modernized controls will allow for sustainable maintenance and enhanced jail control systems. Work will include the complete removal and replacement of head-end controls and associated counter tops at three control room areas.
Reason for Recommendation
Award and Sign Construction Contract with Lowest Responsive, Responsible Bidder:
Four (4) bids were received. American Alarm Company, Inc. was determined to be the lowest responsive, responsible bidder.
Authorize Purchasing Agent to Sign Escrow Agreement:
Pursuant to the Conditions of the Contract, section 6.4, "Withholding from Payments," of the Contract Documents, the County will retain five percent (5%) of the value of work done from each Contractor payment (excluding mobilization payments) as security for the fulfillment of the Contract. Alternatively, Public Contract Code (PCC) Section 22300 provides that the Contractor may request that payment of retentions earned be made directly to an Escrow Agent. The Contractor will receive the interest earned on the investment.
In accordance with these provisions, the Contractor may request in writing that the County make payment of retention funds directly into an escrow account, which would necessitate an Escrow Agreement. To help expedite this process if requested by the Contractor, the Department requests that the Board authorize the Purchasing Agent to execute the Escrow Agreement. Upon satisfactory completion of portions of the Contract and upon written notification from the Purchasing Agent, the Contractor will receive incremental releases from the Escrow Agent of retention paid into the account and any interest earned thereon. A portion of the retention and interest will be retained in the escrow account until thirty-five (35) days after the recordation of the Notice of Acceptance of the Contract at which time these funds will be released to the Contractor.
Clerk of the Board Follow Up Actions
1. Upon approval by County Counsel and Risk Management, Procurement and Contracts will forward the Construction Contract, together with the required bonds and insurance, and the approved Contract Routing Sheet to the Clerk of the Board for the Chair's signature.
2. The Clerk of the Board will forward the fully executed Construction Contract to Procurement and Contracts for further processing.
Contact
Chief Administrative Office - Facilities Division
Brent Collins x5593