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Health and Human Services Agency (HHSA) recommending the Board:
1) Make findings that the provision of weatherization services provided by Placerville Glass, Inc. are in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(B), El Dorado County Charter, Section 210(b)(6), and/or Government Code Section 31000;
2) Approve and authorize the Chair to sign Agreement for Services 6942 with Placerville Glass, Inc., with a not-to-exceed amount of $358,500 and for a term of three (3) years from January 8, 2023 through January 7, 2026; and
3) Authorize the HHSA Director, or Assistant Director of Human Services, to execute further documents relating to Agreement 6942, contingent upon approval by County Counsel and Risk Management, including amendments which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: 100% Federal Low-Income Energy Assistance Program.
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DISCUSSION / BACKGROUND:
The County of El Dorado Health and Human Services Agency (HHSA) administers a Weatherization Program in accordance with the terms and conditions of the Low-Income Home Energy Assistance Program (LIHEAP). 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 Weatherization related repairs/improvements. The program is not federally mandated but exists as a result of an annually allocated LIHEAP program funding agreement between the County and the California Department of Community Services and Development, which in 2022 provided $1,912,196 of funding in support of the program.
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. The program helps low-income households improve energy efficiency, reduce energy costs, and remain safe and comfortable in their homes. Weatherization projects may involve heating and air conditioning appliance repair and replacement, water-heater repair or replacement, fireplace repair or replacement, window installation, and/or other repairs on a project-by-project basis.
The Weatherization Program maintains a pool of qualified contracted vendors to provide these specialized weatherization services. As a weatherization project becomes available, HHSA’s Weatherization Program requests quotes from these contractors, who may provide bids at no charge, and each job is then awarded to the lowest responsible bidder within the maximum charge allowed per the LIHEAP contract. Maintaining an adequate pool of contractors is critical to the Weatherization Program to ensure provision of services to eligible households in a timely and cost-effective manner, as well as to ensure all areas of the County are covered for services.
On January 10, 2022, the County’s Chief Administrative Office (CAO) Procurement and Contracts Division released Request for Qualifications (RFQ) 22-918-027 for Weatherization contractors. Consistent with the Board’s C-17 policy, as well as Federal Procurement Policy, the RFQ was released in order to ensure compliance with funding requirements identified in statute. There were three (3) proposals received in response to the RFQ, but there were no contractor proposals received for glass replacement, window replacement, and window repair (catastrophic leaks only). Glass replacement, window replacement, and window repair are common weatherization services for low-income households and can be needed as part of important repairs and replacements. Having an adequate number of contractors to perform this service is critical for the Weatherization Program.
Placerville Glass Inc. was not a respondent to the RFQ, but has been providing these Weatherization Program services through Agreement for Services 581 which was executed on January 8, 2018, and expires January 7, 2023. Because competitive bidding requirements were met in accordance with the County of El Dorado Board of Supervisors Policy C-17, HHSA negotiated a new agreement with Placerville Glass Inc. to ensure the continuation of necessary weatherization services without any service interruption.
The proposed Agreement for Services 6942 is a renewal of Agreement for Services 581 for the term of January 8, 2023, through January 7, 2026.
ALTERNATIVES:
Should the Board decline to approve this item, the County would not have a vendor available to provide services after the current agreement with Placerville Glass, Inc. expires on January 7, 2023. This would also reduce the pool of available contractors to the Weatherization Program and the ability to complete home weatherization services for residents, as well as result in unspent funding that would need to be returned to the State. County staff lack the required licenses to perform all of the specialized repairs/improvements required by the program.
PRIOR BOARD ACTION:
1) 8/16/16, 16-0772, HHSA Weatherization Boilerplate and Resolution
OTHER DEPARTMENT / AGENCY INVOLVEMENT:
Approved by County Counsel, Human Resources, CAO Procurement and Contracts, and Risk Management. The Auditor-Controller was notified.
CAO RECOMMENDATION:
Approve as recommended.
FINANCIAL IMPACT:
This Agreement for Services is funded with Federal LIHEAP. Sufficient appropriations were included in the Fiscal Year 2022-23 Recommended Budget and will be included in future budgets for the term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board to obtain signature of Chair on one (1) original Agreement for Services 6942.
STRATEGIC PLAN COMPONENT:
Healthy Communities
CONTACT
Olivia Byron-Cooper, Interim Director, Health and Human Services Agency