Share to Facebook Share to Twitter Bookmark and Share
File #: 16-0535    Version: 1
Type: Agenda Item Status: Approved
File created: 5/11/2016 In control: Board of Supervisors
On agenda: 6/7/2016 Final action: 6/7/2016
Title: Health and Human Services Agency, Community Services Division, recommending the Board: 1) Approve and authorize the Chair to sign Amendment 1 to Agreement for Services 275-S1411 with Jim Jonas, Inc., for the provision of heating and air conditioning system design, installation, and repair services increasing the not to exceed amount by $275,000 for a new maximum contractual obligation of $475,000, with no change to the term of January 30, 2014 through January 29, 2019; and 2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 275-S1411, including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management. FUNDING: Federal Funding - Department of Energy Weatherization Assistance Program and Low-income Home Energy Assistance Program.
Attachments: 1. A - Approved Contract Routing Sheet 275-S1411 A1, 6-7-16, 2. B - Jim Jonas Agreement 275-S1411 A1, 6-7-16, 3. C - Jim Jonas Original Agreement 275-S1411, 6-7-16, 4. Executed Agreement 275-S1411
Related files: 18-1008

Title

Health and Human Services Agency, Community Services Division, recommending the Board:

1) Approve and authorize the Chair to sign Amendment 1 to Agreement for Services 275-S1411 with Jim Jonas, Inc., for the provision of heating and air conditioning system design, installation, and repair services increasing the not to exceed amount by $275,000 for a new maximum contractual obligation of $475,000, with no change to the term of January 30, 2014 through January 29, 2019; and

2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Agreement for Services 275-S1411, including amendments which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.

 

FUNDING:   Federal Funding - Department of Energy Weatherization Assistance Program and Low-income Home Energy Assistance Program.

Body

DEPARTMENT RECOMMENDATION: 

Health and Human Services Agency (HHSA) recommending the Board approve and authorize Amendment 1 to Agreement for Services 275-S1411 to increase the not to exceed amount by $275,000 thereby making the maximum contractual obligation $475,000 to provide heating and air conditioning system design, installation, and repair services for those eligible individuals, thus ensuring HHSA meets the needs of their clients and the requirements of the funding source.

 

Additionally, HHSA has determined that services provided pursuant to this Agreement 275-S1411 satisfy the criteria defined in Chapter 3.13, Section 3.13.030 of the County Ordinance in that the work performed under this Agreement is on an “as requested” basis. The County does not possess the facilities or personnel necessary to perform the work; therefore, it is more economical and feasible to engage an independent contractor for heating and air conditioning services.

 

DISCUSSION / BACKGROUND:

The Low-Income Home Energy Assistance Program (LIHEAP) is a federally funded program that assists low-income households with offsetting their energy costs by crediting their utility accounts, providing assistance in obtaining firewood or heating fuel, and by installing energy saving measures on their homes through the Weatherization Assistance Program (WAP).  Priority is given to the elderly, disabled, and families with children under five years old.  The County of El Dorado has received this LIHEAP grant allocation since the early 1980s.  Weatherization services have historically been in great demand in the County and high energy costs render the services even more critical to frail and vulnerable residents on fixed incomes.  HHSA has continually contracted with Jonas Heating and Cooling since 2009 for the provision of WAP services. 

 

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 awarded RFP 13-918-054 (Legistar File 13-0892, Item 9) to three entities, one of which was Jonas Heating and Cooling.  On January 30, 3014, the Board Chair executed Agreement for Services 275-S1411 with Jonas Heating and Cooling to provide heating and air conditioning system design, installation, and repair services, for a maximum contractual obligation of $200,000 for the term January 30, 2014 through January 29, 2019.  A copy of this original agreement is attached hereto as Attachment C.

 

As a result of higher than anticipated demand for these services, HHSA requests Board of Supervisors approval of Amendment 1 to Agreement for Services 275-S1411, which increases the compensation by $275,000 for a maximum contractual obligation of $475,000, in order to continue the provision of services throughout the term of the Agreement.

 

ALTERNATIVES:

Disapproval of Amendment 1 to Agreement for Services 275-S1411 will result in the inability to meet the needs of the eligible clients within the parameters of the funding source. HHSA would no longer be able to provide WAP services.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT:

County Counsel, Human Resources and Risk Management.

 

CAO RECOMMENDATION:

It is recommended that the Board approve this item. 

 

FINANCIAL IMPACT:

There is no impact to the Net County Cost associated with this Amendment I to Agreement for Services 275-S1411.  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 FY 2015-16 budget and will be included in future budgets for the term of the agreement.  The County of El Dorado has received this grant allocation since the early 1980s and this revenue source is expected to continue.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Clerk of the Board to obtain signature of Chair on two (2) original Amendments 1 to Agreements for Services 275-S1411.

2) Clerk of the Board to return one (1) fully executed original Amendment 1 to the HHSA Contracts Unit at 3057 Briw Road.

 

STRATEGIC PLAN COMPONENT:

Health and Human Services Agency Strategic Plan Project Goal 3 - Program Effectiveness/Integration: To develop collaborative partnerships and community networks that focus on quality, performance standards, outcomes and accountability through mutual goals and continuous improvement.

 

CONTACT

Don Ashton, M.P.A., Director