Title
a. Approve and authorize the Contracts/Purchasing Officer or designee to execute Countywide Service Agreements with ACCO Engineered Systems dba Geo. H. Wilson and Val’s Plumbing & Heating, Inc. (Agreements) for the provision of Countywide Plumbing Services to the County of Monterey, on an as-needed basis, effective November 1, 2023 through October 31, 2026, which provide for an initial three-year term through October 31, 2026 and two optional one-year extensions through October 31, 2028, contract work not to exceed $4,000 per project, for an aggregate amount over the term of the Agreements not to exceed $600,000 for all of the Agreements;
b. Authorize the Contracts/Purchasing Officer or designee to execute similar additional Agreements, after one-year, for such services with qualified contractors who meet minimum requirements and comply with the County of Monterey standard terms and conditions, to provide for an initial term through October 31, 2026, and two optional one-year extensions through October 31, 2028, for an aggregate not to exceed amount of $600,000 for all of the Agreements; and,
c. Authorize the Contracts/Purchasing Officer or designee to execute future amendments that do not exceed 10% ($60,000) of the original aggregate amount and do not significantly alter the scope of services, for a total maximum not to exceed amount of $660,000 for all of the Agreements.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or designee to execute Countywide Service Agreements for Plumbing Services with ACCO Engineered Systems dba Geo. H. Wilson and Val’s Plumbing & Heating, Inc., on an as-needed basis, effective November 1, 2023, through October 31, 2026, which provide for an initial three-year term through October 31, 2026 and two optional one-year extensions through October 31, 2028, for a not to exceed amount of $4,000 per project, for an aggregate amount over the term of all of the Agreements not to exceed $600,000;
b. Authorize the Contracts/Purchasing Officer or designee to execute similar additional Agreements, after one-year, for such services with qualified contractors who meet minimum requirements and comply with the County of Monterey standard terms and conditions to provide for an initial term through October 31, 2026, and two optional one-year extensions through October 31, 2028, for an aggregate not to exceed amount of $600,000 for all of the Agreements; and,
c. Authorize the Contracts/Purchasing Officer or designee to execute future amendments that do not exceed 10% ($60,000) of the original aggregate amount and do not significantly alter the scope of services, for a total maximum not to exceed amount of $660,000 for all of the Agreements.
SUMMARY/DISCUSSION:
The County of Monterey has a need for a reliable source of qualified plumbing companies for the provision of plumbing services to accommodate 27 County Departments and locations throughout the County of Monterey to ensure County building and working locations are safe for employees and the public. The Countywide Plumbing Services Agreements provide the County with Plumbing Services with qualified contractors who meet the minimum requirements of the County of Monterey.
The initial term of the Agreement will commence on November 1, 2023, and conclude on October 31, 2026, with the option to extend the agreements for two (2) additional one (1) year periods, for a maximum five (5) year term for the Agreements. Services will be provided on an as needed basis under a delivery order process between each requesting County department and the Contractor, in accordance with each individual Contractors pricing sheet. Plumbing services shall include but are not limited to, the supervision, labor, material, and equipment necessary to provide minor plumbing repairs, drain cleaning, leak locating and water heater repairs and replacements on an as-needed basis for County Departments following the specifications and schedules detailed in the Countywide Service Agreements. Each Agreement is based upon County requirements as set forth in the terms and conditions of Request for Proposals (RFP #10913).
Each Agreement will be included on the Countywide Service Agreement schedule, so Departments can see these available resources thus eliminating the need for individual County Department agreements. Additionally, it is recommended that the Contracts/Purchasing Officer or designee be authorized to enter into additional similar Agreements, after one year, to include vendors who meet the qualifications of RFP #10913 and agree to the same terms and conditions as the approved vendors and where each additional Agreement would terminate at the same time as the Agreements presented before the Board for approval today. This authority will provide needed flexibility to the County to deal with currently unanticipated needs.
It is also recommended that the Contracts/Purchasing Officer or designee be authorized to increase the cumulative ‘not to exceed’ amount by up to 10% of the original aggregate amount, or $600,000. The aggregate amount to be spent over the five (5) year term shall not exceed $660,000. Copies of the Agreements are on file with the Clerk of the Board of Supervisors.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved the proposed Agreements as to form and fiscal provisions, respectively.
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 of Countywide Service Agreements for Plumbing Services, the aggregate amount to be spent for all Agreements issued under RFP #10913 is not anticipated to exceed $660,000 over the five (5) year term for all of the Agreements.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Board’s approval of the recommended Agreements will allow the County to continue with the provision of Plumbing Services to fit the County’s operational needs.
__ Economic Development
X Administration
__ Health and Human Services
__ Infrastructure
__ Public Safety
Prepared by: Angelica Ruelas, Management Analyst III
Approved by: Debra R Wilson, Contracts & Purchasing Officer
Nick Chiulos, Chief Assistant County Administrative Officer
Attachments:
Board Report
ACCO Engineered Systems dba Geo. H. Wilson Agreement
Val’s Plumbing & Heating, Inc. Agreement