Title
Chief Administrative Office, Facilities Division, recommending the Board authorize the Chair to sign Amendment V to Agreement for Services 316-S1611 (598) with Mother Lode Van & Storage, Inc. to increase compensation by $100,000 for an amended not-to-exceed of $700,000.
FUNDING: Various.
Body
DISCUSSION / BACKGROUND
A Request for Bid was initiated by Procurement and Contracts in Fiscal Year 15/16. Bids were received by five (5) of Bidders: Mother Lode Van & Storage, Inc.; Metropolitan Van & Storage; Crown Worldwide Moving & Storage; Service West; and GDS Moving & Installation. A review of the bids received was completed by Procurement and Contracts and the Facilities Division of the CAO’s Office. An analysis was completed using the costs provided by the bidders utilizing data from an actual previous County move. Costs were compared for the total cost of this move, which included moving services, modular disassembly, inventory, removal and reinstallation services (with prevailing wage rates), packing materials, and equipment rental. Based on this analysis, the following three Bidders were selected: Crown Worldwide Moving & Storage, Metropolitan Van & Storage and Mother Lode Van & Storage, Inc.
Crown Worldwide Moving & Storage Inc. declined to enter into a contract and that left Metropolitan Van & Storage and Mother Lode Van & Storage, Inc. as our moving contract companies.
Under this contract, the vendor performs moving services and modular furniture disassembly, inventory, removal, and reinstallation services on an “as requested” basis for County facilities both on the east slope and west slope. The Division selected this vendor for the upcoming moves related to the Public Safety Facility Project and brought forth an amendment on January 15, 2019, to add $100,000 (for a revised not-to-exceed of $600,000) and extend the term to January 31, 2020, so that their services would be available for that complex project. The services of this vendor were also heavily used during the Building A/B renovation as well as during the recent carpet replacement project in Building C.
The amendment approved on January 15, 2019 was implemented under the plan of having Metropolitan Van & Storage available on a new as-needed contract for additional countywide needs other than the Public Safety Facility. Metropolitan Van & Storage has now declined to enter into a new contract, leaving only Mother Lode Van & Storage, Inc. available for County needs. To ensure there’s ample compensation available for Countywide needs the Division recommends Amendment V that increases compensation another $100,000 for an amended not-to-exceed of $700,000 and the term remains unchanged (expiring January 31, 2020).
ALTERNATIVES
If the contract is not amended, services available for Countywide needs will be limited.
PRIOR BOARD ACTION
Legistar 15-1453-V1, January 5, 2016 - Original contract approved for a three year term and a not to exceed amount of $150,000
Legistar 15-1453-V2, July 19, 2016 - Amendment I - Increase the not to exceed amount by $150,000 for a total of $300,000
Legistar 15-1453-V3, June 6, 2017 - Amendment II - Increase the not to exceed amount by $200,000 for the Buildings A/B Renovation Project for a total of $500,000
Legistar 15-1453-V4, July 18, 2017 - Amendment III - Change to fee schedule to allow flexibility for unexpected needs
Legistar 15-1453-V5, January 15, 2019 - Amendment IV - Increase the compensation of said Agreement by $100,000 for a revised total not-to-exceed amount of $600,000, amend the rate schedule, and extend the contract for an additional year through January 31, 2020 for services needed regarding the Public Safety Facility.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
NA
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Countywide needs may include various funding sources. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return one fully executed copy of the Amendment to the Divisioin for processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Division Manager