Title
Chief Administrative Office, Facilities Division, recommending the Board:
1) Authorize the Purchasing Agent to sign Amendment I to Agreement for Services 2864 with Mesa Energy Systems, Inc. to increase compensation by $100,000 for an amended not-to-exceed of $165,000 and to increase the term an additional year, expiring July 17, 2021, to provide on-call and emergency maintenance and repair services for heating, ventilating and air conditioning (HVAC) equipment located at various County operated locations; and
2) Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and 3.13.030 Section C of County Ordinance 5116 that the ongoing aggregate of the work performed under this Agreement is temporary or occasional in nature and the work to be performed is not sufficient to warrant the addition of permanent staff.
FUNDING: Accumulated Capital Outlay Fund and General Fund.
Body
DISCUSSION / BACKGROUND
On July 18, 2018 the Purchasing Agent executed Agreement for Services No. 2864 with Mesa Energy Systems, Inc. to provide on-call and emergency maintenance and repair services for heating, ventilating and air conditioning (HVAC) equipment located at various County operated locations. The agreement was established for two years and a not-to-exceed cost of $65,000.
While the County has made significant strides in HVAC capital improvements at its most utilized locations there are still several locations that are problematic with risk of failure. Mesa Energy Systems has been providing the Division with significant support thus far over the contract term and has successfully assisted in numerous emergency and highly complicated problems.
The current agreement only has approximately $1,787 available and an amendment is necessary to increase compensation so that their support remains available. The Division also seeks to add an additional year to the term. Should the amendment be approved the revised not-to-exceed amount will be $165,000 with an amended expiration date of July 17, 2021. There are no further changes to the underlying agreement.
Due to the fact these services are primarily utilized in urgent or highly complicated situations on a temporary or occasional nature it is further recommended the Board Make findings pursuant to Article II, Section 210b(6) of the El Dorado County Charter and section 3.13.030, C of County Ordinance 5116 that the ongoing aggregate of the work performed under this Agreement is not sufficient to warrant the addition of permanent staff.
ALTERNATIVES
The Board could decline this amendment and the Division will be limited in responding to HVAC issues.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available in both the Accumulated Capital Outlay Fund and the Division's Operating Budget (General Fund) for Fiscal Year 2019-20 and shall be budgeted in the future Fiscal Year. There is no change to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Division Manager