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Chief Administrative Office, Procurement and Contracts Division, recommending Chairman be authorized to sign Amendment V to Agreement 611-S0511 with New Business Solutions, Inc. dba Walker's Business Products and Services increasing compensation by $600,000 to $1,800,000 for the design, purchase, and installation of HON/Maxon systems furniture County-wide on an "as requested" basis.
RECOMMENDED ACTION: Approve.
FUNDING: General Fund and Non-General Fund.
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Reason for Recommendation: April 26, 2005, Item #29, your Board awarded RFP #05-425-082 for the design, purchase, and installation of systems furniture County-wide to the sole respondent, New Business Solutions, Inc., dba Walkers Business Products and Services of Placerville; made findings that it was more economical and feasible to obtain an outside contractor to provide said services in accordance with County Ordinance Chapter 3.13, Section 3.13.030; and authorized the Chairman to execute Agreement #611-S0511 with Walkers Business Products and Services of Placerville for a total amount not to exceed $300,000.00.
On April 18, 2006, Item #32, your Board approved Amendment I to said Agreement extending the term to April 26, 2007 and increasing the compensation by an additional $100,000.00 and extending the for one year to cover the period of April 27, 2005 through April 26, 2007.
On June 20, 2006, Item #27, your Board approved Amendment II to said Agreement increasing the compensation by an additional $200,000.00.
On October 3, 2006, Item #35, your Board approved Amendment III to said Agreement increasing the compensation by an additional $300,000.00.
On March 20, 2007, Item #24, your Board approved Amendment IV to said Agreement increasing the compensation by an additional $300,000.00 to extend the term of said one (1) additional year and increasing the total not to exceed amount by an additional $300,000.00.
Amendment V amends the contract to increase the total not to exceed amounty by an additional $600,000.00. Due to additional Capital Improvement Projects, the budget for fixed assets, and departmental relocations for the 2007/2008 fiscal year the Procurement and Contract Division found it necessary to prepare Amendment V to said Agreement, increasing the compensation to a total amount not to exceed $1,800,000.00.
Attached for your review is a breakdown of all purchases made under the contract as of November 26, 2007 and is sorted by department, purchase order number and dollar amount.
Amendment V has been approved by County Counsel and Risk Management. The County Officer or employee with responsibility for administering the Agreement is Bonnie H. Rich, Purchasing Agent; with each individual Department Head being responsible for administering the progress of their project(s) and the appropriateness of payment to Contractor for services performed.
The current contract expires on April 26, 2008. The Procurement and Contracts Division will issue a new request for proposal in January as the competitive selection process has expired.
The Purchasing Agent concurs that this contract is in compliance with Board of Supervisors Policy C-17, Sections 7.4.2, 7.5, and 7.10.
Fiscal Impact/Change to Net County Cost: The funding source for these services is in each requesting Department's Fixed Asset, Minor Equipment, and Professional Services Budget (General and Non-General Fund).
Action to be taken following Board approval: Following Board approval, Board Clerk's Office will forward executed amendment to Procurement and Contracts for distribution, administration and encumbrance as needed.
Contact: Bonnie H. Rich, Purchasing Agent x5940
Concurrences: Not applicable