Title
Health and Human Services Agency, Community Services Division, recommending the Board consider the following:
1) Approve and authorize the Chair to sign Amendment II to Agreement for Services 003-S1310 with Ski Air Incorporated increasing the maximum not-to-exceed amount by $8,000 for a maximum contractual obligation of $98,318 for the provision of heating and air conditioning system design, installation, and repair services with no change to the current term that ends June 30, 2015; and
2) Authorize termination of Agreement for Services 003-S1310 pursuant to its Article XIX Item D "Termination or Cancellation without Cause" to be effective May 13, 2014 due to the County entering into a new agreement with Ski Air Incorporated in December after conducting a successful Request for Proposal process.
FUNDING: Funded through Federal Grant Funding (Department of Energy Weatherization Assistance Program and Low-income Home Energy Assistance Program).
Body
Budget Summary: |
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Total Estimated Cost of Am II
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$8,000 |
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Original Contract Budget
................. |
$60,318 |
Amendment I Addition to Budget
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$30,000 |
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Total Funding Available
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$98,318 |
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Change To Net County Cost |
$0.00 |
Fiscal Impact/Change to Net County Cost
There is no change to the Net County Cost associated with this Amendment II to Agreement for Services 003-S1310. The grant allocation of federal funds covers all costs associated with provision of Department of Energy Weatherization Assistance Program (DOE WAP) and Low-income Home Energy Assistance Program (LIHEAP) services and sufficient funding is included in the Agency's Fiscal Year 2013-14 budget. The County of El Dorado has received this grant allocation since the early 1980s and this revenue source is expected to continue.
Background
Weatherization services have historically been in great demand in the County and high energy costs render the services even more critical to its frail and vulnerable residents on fixed incomes. The County's Weatherization Assistance Program (WAP) enables low-income families to reduce their energy bills permanently by making their homes more energy efficient.
Health and Human Services Agency, Community Services Division (HHSA) has continually contracted with Ski Air Incorporated since 2006 for the provision of WAP services.
On May 31, 2012, the Purchasing Agent executed Agreement for Services 003-S1310 with Ski Air Incorporated with a maximum contractual obligation of $60,318 for the term July 1, 2012 through June 30, 2015.
To ensure continuing compliance with the program's funding mandates, Request for Proposal (RFP) 13-918-054 for the provision of heating and air conditioning design, installation, and repair services was published on March 3, 2013. On August 6, 2013, the Board of Supervisors approved awarding RFP 13-918-054 (Legistar File 13-0892, Item 9) to three entities, one of which was Ski Air Incorporated. In order to meet increasing service demands during the RFP publishing, award, and contract development process, HHSA continued to utilize Agreement for Services 003-S1310.
On September 10, 2013, the Board of Supervisors executed Amendment I to Agreement for Services 003-S1310 with Ski Air Incorporated by increasing the maximum not-to-exceed compensation by $30,000 for a maximum contractual obligation of $90,318.
Upon completion of drafting a new RFP contract, the Board of Supervisors executed Agreement for Services 276-S1411 on December 17, 2013. In order to pay the remaining invoices incurred during the term of Agreement for Services 003-S1310, HHSA requests Board of Supervisors approval of Amendment II to Agreement for Services 003-S1310, which increases the compensation by $8,000 for a maximum contractual obligation of $98,318.
Reason for Recommendation
Amendment II to Agreement for Services 003-S1310 is necessary to authorize its early termination while allowing payment of outstanding invoices for services provided during the term of Agreement for Services 003-S1310.
Clerk of the Board Follow Up Actions
1) The Clerk of the Board to obtain the Chair's signature on the two (2) originals of Amendment II to Agreement for Services 003-S1310.
2) The Clerk of the Board to forward one (1) fully executed original Amendment to HHSA Contracts Unit at Briw Road for further processing.
Contact
Don Ashton, M.P.A., Director
Concurrences
County Counsel and Risk Management