Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Countywide Service Agreements to provide on-call Countywide Electrician Services based on the criteria set forth in RFP #10827. The agreements are between the County of Monterey and the two (2) named vendors as follows: DuFour Incorporated dba Central Electric Company and Johnson Engineered Systems, Inc. dba Johnson Electronics on an as-needed basis for the initial term of three (3) years retroactive to July 1, 2022 through and including June 30, 2025 with the option to extend the agreements for two (2) additional one (1) year periods, for a total not to exceed a maximum five (5) year Agreement. The aggregate amount over the term of all Agreements shall not exceed $950,000, in accordance with the terms and conditions set within each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute, after one year, similar additional Agreements for on-call Countywide Electrician Services with qualified contractors who meet the minimum requirements and comply with the County of Monterey standard terms and conditions, where each individual agreement does not affect the total aggregate amount authorized. Any additional Agreements shall terminate June 30, 2025; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to increase the cumulative “not to exceed” amount by up to 10% of the original aggregate amount, or $95,000, even if no additional Agreements are entered into.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Countywide Service Agreements to provide on-call Countywide Electrician Services based on the criteria set forth in RFP #10827. The agreements are between the County of Monterey and the two (2) named vendors as follows: DuFour Incorporated dba Central Electric Company and Johnson Engineered Systems, Inc. dba Johnson Electronics on an as-needed basis for the initial term of three (3) years retroactive to July 1, 2022 through and including June 30, 2025 with the option to extend the agreements for two (2) additional one (1) year periods, for a total not to exceed a maximum five (5) year Agreement. The aggregate amount over the term of all Agreements shall not exceed $950,000, in accordance with the terms and conditions set within each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute, after one year, similar additional Agreements for on-call Countywide Electrician Services with qualified contractors who meet the minimum requirements and comply with the County of Monterey standard terms and conditions, where each individual agreement does not affect the total aggregate amount authorized. Any additional Agreements shall terminate June 30, 2025; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to increase the cumulative “not to exceed” amount by up to 10% of the original aggregate amount, or $95,000, even if no additional Agreements are entered into.
SUMMARY/DISCUSSION:
The County of Monterey has a need for a reliable source of Electrician Services for the initial term retroactive to July 1, 2022 through and including June 30, 2025 with the option to extend the agreements for two (2) additional one (1) year periods, for a total not to exceed a maximum five (5) year Agreement. Services will be provided on an on-call basis under a task order process between the County of Monterey Department of Public Works, Facilities, and Parks and the Contractor, on a time and material basis. Such services include but are not limited to replacement of switchboards, installation of electrical panel boards, lighting upgrades, fire alarm upgrades, conduit work and emergency repairs. Each Agreement is based upon County requirements as set forth in the terms and conditions of Request for Proposals (RFP 10827).
Each Agreement will be included on the Countywide Service Agreement schedule, so that departments can see these resources are available, eliminating the need for individual agreements with each County department. The aggregate amount to be spent for all identified Agreements over the five (5) year term is not to exceed $950,000. Copies of the Agreements are on file with the Clerk of the Board.
Additionally, it is recommended that the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor be authorized to enter into additional similar Agreements, after one year, with other vendors who otherwise meet the qualifications of RFP #10827 and agree to the same terms and conditions as approved vendors and where each additional Agreement would terminate at the same time as the Agreements presented before the Board for approval today. It is also recommended that the Contracts/Purchasing Officer or the Contracts/Purchasing Supervisor be authorized to increase the cumulative ‘not to exceed’ amount by up to 10% of the original aggregate amount, or $95,000, whether or not additional Agreements are entered into. This authority will provide needed flexibility to the County to deal with currently unanticipated needs.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed and approved the Agreements as to form, as has the Auditor-Controller’s Office as to financial provisions.
FINANCING:
Funds for these services are contained within the approved budget allocations of the departments utilizing the services. Expenditures will depend on the actual services requested by individual County departments. Based upon historical usage the aggregate amount to be spent for all Agreements issued under RFP #10827 is not anticipated to exceed $950,000 over the five (5) year term.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Security is a vital part of ensuring visitors as well as employees are safe when conducting business at a county facility.
Economic Development
X Administration
__ Health and Human Services
X Infrastructure
__ Public Safety
Prepared by: Tom Skinner, Management Analyst III Contracts/Purchasing Dept., 5791
Approved by: Debra R. Wilson, PHD, Contracts/Purchasing Officer, 4995
Attachments:
DuFour Incorporated dba Central Electric Company Agreement
Johnson Engineered Systems, Inc. dba Johnson Electronics Agreement