Title
Department of Transportation recommending the Board:
1) Extend Bid No. 08-405-070 for aviation fuel and related services for one additional year;
2) Authorize the Chair to sign the First Amendment to Agreement 568-S0811 for aviation fuel and related services extending the term for one additional year, clarifying the scope of services, making changes to the Notice to Parties and Administrator provisions and adding a Confidentiality provision; and
3) Authorize the Contract Administrator for Agreement 568-S0811 to issue a letter to Epic Aviation, LLC exercising the County's option to extend the Agreement for one additional year.
FUNDING: Airport Enterprise Fund.
Body
BUDGET SUMMARY: |
|
|
Total Estimated Cost |
|
$425,954 |
|
|
|
Funding |
|
|
Budgeted |
$425,954 |
|
New Funding |
$ |
|
Savings |
$ |
|
Other |
$ |
|
Total Funding Available |
$425,954 |
|
Change To Net County Cost |
|
$ |
Fiscal Impact/Change to Net County Cost: Funding will be provided by the Airport Enterprise Fund.
Background: On January 8, 2008, item #29 the Board of Supervisors awarded bid #08-405-070 to EPIC Aviation, LLC and authorized the Chairman to sign an agreement for aviation fuel and related services and the lease of an aviation refueler truck for a three year period. Bid #08-405-070 and Agreement for Services #568-S0811 for aviation fuel and related services contain provisions for a three year term with an optional one (1) year extension. While the bid included the rental of a refueling truck and the Board of Supervisors was asked to execute the lease of the equipment along with Agreement for Services #568-S0811, that lease (#601-L0811) was actually executed later on March 19, 2008 by the Purchasing Agent. Likewise, the Department of Transportation will prepare a separate equipment rental agreement for rental of the aviation refueler for review by County Counsel and Risk Management and execution by the Purchasing Agent.
Reason for Recommendation: The Board of Supervisors is requested to extend bid #08-405-070 and authorize the Chair to sign First Amendment to Agreement #568-S0811 for aviation fuel and related services for the Placerville and Georgetown Airports. Extension of the bid and this Amendment will allow for future purchases of aviation fuel and continuation of services related to fueling provided by Epic Aviation, LLC. The airports sell fuel which provides a service to users and revenue to support the operation.
Since the extended term of Agreement for Services #568-S0811, as amended, will be four years, the Department is requesting the Board's approval of this exception to the three year term policy.
The approval to amend Agreement #568-S0811 in accordance with Board of Supervisors Policy C-17, Section 7.10 was received from the Procurement and Contracts Division on January 19, 2011.
Action to be taken following Board approval: The Board Clerk will return one fully executed original of the Amendment to the Department of Transportation for further processing.
Contact: James W. Ware, P.E.
Director of Transportation
Concurrences: Procurement and Contracts
County Counsel, Risk Management