Title
Health and Human Services Agency recommending the Board:
1) Award Request for Proposals (RFP) 19-918-025, to all qualified proposers, including Staples and Associates, Conforti Plumbing, Inc., and Jonas Heating and Cooling, for the provision of home energy weatherization related services to qualifying, low-income residents of El Dorado County;
2) Authorize HHSA to negotiate an Agreement for Services with (1) Staples and Associates, Inc., (2) Conforti Plumbing, Inc., and (3) Jonas Heating and Cooling, Inc., with a total not-to-exceed amount for each agreement to be negotiated, and a term effective on execution through June 30, 2022;
3) Authorize the Purchasing Agent to execute said Agreements for Services, contingent upon approval by County Counsel and Risk Management; and
4) Authorize the Purchasing Agent, or designee, to execute any amendments relating to the Agreements developed in association with RFP 19-918-025, which do not increase the maximum dollar amount or term of the Agreement, and contingent upon approval by County Counsel and Risk Management.
FUNDING: Funding available for Weatherization related projects comes from two Federal Programs: the United States Department of Energy Weatherization Assistance Program and the United States Department of Health and Human Services Low Income Home Energy Assistance Program. In the fiscal year 2018-19 budget, $87,000 of County General Fund is budgeted to support the administrative costs associated with the program.
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DISCUSSION / BACKGROUND
The Health and Human Services Agency (HHSA) administers a Weatherization program in accordance with the terms and conditions of the two aforementioned funding programs. Weatherization in El Dorado County consists of qualified, low-income households applying for assistance through the County HHSA, which contracts with local contractors to perform the Weatherization related repairs/improvements. The program is not federally mandated but exists as a result of a funding agreement between the County and the California Department of Community Services and Development, which provides $1,075,528 of funding in support of the program.
On September 19, 2018, the County’s Procurement and Contracts Division released a Request for Proposals (RFP) for Weatherization contractors. The County’s current vendor was selected as a result of an RFP process; the current vendor’s agreement will expire in December of 2018. Consistent with the Board’s C-17 policy, as well as Federal Procurement Policy, the RFP was released in order to ensure compliance with funding requirements identified in statute.
Three vendors submitted proposals in response to the RFP: Staples and Associates, Conforti Plumbing, and Jonas Heating and Cooling. The proposals from each vendor were evaluated by a panel of three evaluators and determined to be qualified. Due to the nature of the work involved in weatherization related projects, contractors generally prefer to bid on specific projects depending on the scope of work involved; therefore HHSA is recommending the Board approve contracting with all three vendors to allow for a broad range of bids for each project.
Home-energy weatherization-related projects are for the benefit of low-income community members and are made available to households with the highest energy costs or needs in relation to income. Projects may involve electrical work, appliance repair and replacement, water-heater replacement, fireplace repair or replacement, and/or window installation and repairs, on a project by project basis.
ALTERNATIVES
Should the Board decline to award the RFP to the vendors selected as a result of this RFP process, the current agreement in place for weatherization related services would expire and the County would not have a replacement vendor selected. County staff lack the required licenses to perform the repairs/improvements required by the program. As a result, failure to identify a new vendor would result in the services not being provided.
PRIOR BOARD ACTION
Item # 13-0892 - 8/6/13 - P&C - RFP 13-918-054 Weatherization
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, and Risk Management.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no additional financial impact to the County. Funding for these services are through DOE and LIHEAP with additional impact to Net County Cost. Sufficient revenue and appropriations have been budgeted in Fiscal Year 2018-19 for these Agreements.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
County Strategic Plan Goal “Healthy Communities - Improved health, well-being and self-sufficiency of El Dorado County communities, residents and visitors.”
CONTACT
Patricia Charles-Heathers, Ph.D., M.P.A., Director