Title
Chief Administrative Office, Facilities Division, recommending the Board consider the following:
1) Make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of the work to be performed under Agreement for Services 6952 with Mapes Enterprises is not sufficient to warrant the addition of permanent staff;
2) Make findings pursuant to Procurement Policy C-17, section 3.4.5, that this amendment is exempt from competitive bidding as it is in the best interest of the County to amend the not-to-exceed amount to avoid an interruption of County business; and
3) Authorize the Purchasing Agent to sign Amendment I to the Agreement to increase compensation by $100,000, for an amended not-to-exceed amount of $181,000, with no change to the term or contract rates, for routine snow removal, snow staking, and snow hauling services in South Lake Tahoe at County-operated facilities.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The County has contracted with Mapes Enterprises over the past several years for routine snow removal, snow staking, and snow hauling services at various County operated locations in South Lake Tahoe. Agreement for Services No. 6952 was executed by the Purchasing Agent with a one-year term of November 6, 2022, to November 5, 2023, and a not-to-exceed amount of $81,000.
Snowfall in December and January was much higher than anticipated. Agreement expenditures through January are approximately $44,000, leaving $37,000 available. The additional compensation is needed so that snow removal, snow staking, and snow hauling services remain available for County-operated locations. Should the Board approve, compensation shall be increased by $100,000 for an amended amount not to exceed $181,000. It is not anticipated this full amount will be expended but may be needed should heavy snowfall continue. The Amendment also includes an update to Article XXXIV, Conflict of Interest to add Exhibit D, “California Levine Act Statement.”
The Division requests that the Board make findings pursuant to Procurement Policy C-17, section 3.4.5 that this amendment is exempt from competitive bidding as the contractor has agreed to furnish the services under the same terms and conditions as the original contract and stopping snow removal services would result in the interruption of County business since County parking areas in South Lake Tahoe would not be cleared. The Division also requests the Board make findings pursuant to Ordinance Code 3.13.030 that the ongoing aggregate of the work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff due to the nature of the work being very sporadic and temporary.
ALTERNATIVES
Absent the additional compensation, the Division shall be limited in responding to snow removal and increase the risk of needing to temporarily close impacted buildings.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
County Counsel
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is funding available in the Division’s current fiscal year’s operational budget. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Safety
CONTACT
Chuck Harrell
Facilities Division Manager