Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign a Standard Professional Services Agreement with Ricky C. Hagenbuch, DBA Rayne of Monterey and Salinas for water softening and conditioning equipment repairs and maintenance for the Sheriff’s Office for services at the Monterey County Jail, for a term retroactive from July 1, 2016 to June 30, 2018 in the amount of $50,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to two (2) future amendments to the agreement where the amendment does not significantly change the scope of work, and where the amendments in total do not increase the contract value more than ten percent (10%) ($5,000) for a revised maximum contract amount of $55,000.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign a Standard Professional Services Agreement with Ricky C. Hagenbuch, DBA Rayne of Monterey and Salinas for water softening and conditioning equipment repairs and maintenance for the Sheriff’s Office for services at the Monterey County Jail, for a term retroactive from July 1, 2016 to June 30, 2018 in the amount of $50,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts Purchasing Supervisor to sign up to two (2) future amendments to the agreement where the amendment does not significantly change the scope of work, and where the amendments in total do not increase the contract value more than ten percent (10%) ($5,000) for a revised maximum contract amount of $55,000.
DISCUSSION:
The Monterey County Sheriff’s Office (MCSO) operates an Adult Detention facility in Salinas. The average daily population of this facility is 950 inmates, but the population can go as high as 1100 inmates per day. The Jail contains a large water softening/conditioning system, because the water it draws from is high in mineral content. The level of minerals in the water can and will cause damage to the water pipes, boilers, and water using machinery, such as laundry and food service equipment, if not treated with softening conditioners.
MCSO began routing this contract on a timely basis. However, the two large water softeners at the Jail began malfunctioning and were deemed to be in need of significant repair or replacement. The contract routing was halted while options for repair/replacement of the units were evaluated. MCSO opted to replace the aged units with new units, utilizing the Job Order Costing (JOC) system. The JOC contract was awarded to Rayne, and that repair is taking place during the months of November and December. MCSO is now proceeding forward with a contract geared towards maintenance and emergency repairs with Rayne, the contractor who installed the new system. A retroactive contract is needed because an evaluation visit was made by Rayne in July, 2016. Rayne has been the contractor maintaining the water conditioning equipment at the Jail for several years.
A copy of this Agreement is on file with the Clerk to the Board.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreement as to legal form, and the Auditor-Controller has reviewed for fiscal provisions. The need for replacement equipment under the JOC system was verified by Resource Management Agency and the JOC contractor.
FINANCING:
MCSO has an annual budgeted amount for water softener/water conditioning repairs. The amount of this contract does not exceed this amount, and funding for this service was included in the Sheriff/Coroner’s Office approved Fiscal Year 2016-17 budget. There will be no increase in General Fund contribution as a result of this board action.
Prepared by: Nina Ryan, Management Analyst II ext. 3708
Approved by: Steve Bernal, Sheriff /Coroner ext. 3725
Attachment: Retroactive Professional Services Agreement between County of Monterey and Ricky C. Hagenbuch DBA Rayne of Monterey and Salinas.