Title
a. Approve and authorize the Contracts/Purchasing Officer to sign Amendment No. 1 for the Service Agreement with Multiple Awards between the County of Monterey and Val's Plumbing and Heating, Inc. to allow for an increase of the current annual aggregate amount of $50,000;
b. The total annual aggregate per year shall not exceed $100,000 with a per project limit of $10,000. From the execution of Amendment No. 1 until the end of the term the total aggregate amount shall not exceed $200,000;
c. Approve and authorize the Contracts/Purchasing Officer to sign future amendments where the amendments do not exceed ten percent of the original agreement amount and do not significantly change the scope of work as contained in RFP #10427; and
d. Approve and authorize the Contracts/Purchasing Officer to execute similar additional agreements for Plumbing Services with qualified contractors who meet the minimum requirements of the County of Monterey under RFP #10427, where each individual agreement does not affect the total amount authorized and where each amendment will terminate on the expiration of the other agreements.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
A) Approve and authorize the Contracts/Purchasing Officer to sign Amendment No. 1 for the Service Agreement with Multiple Awards between the County of Monterey and Val's Plumbing and Heating, Inc. to allow for an increase of the current annual aggregate amount of $50,000.
B) The total annual aggregate per year shall not exceed $100,000 with a per project limit of $10,000. From the execution of Amendment No. 1 until the end of the term the total aggregate amount shall not exceed $200,000.
C) Approve and authorize the Contracts/Purchasing Officer to sign future amendments where
the amendments do not exceed ten percent of the original agreement amount and do not
significantly change the scope of work as contained in RFP #10427.
D) Approve and authorize the Contracts/Purchasing Officer to execute similar additional agreements for Plumbing Services with qualified contractors who meet the minimum requirements of the County of Monterey under RFP# 10427, where each individual agreement does not affect the total amount authorized and where each amendment will terminate on the expiration of the other agreements.
SUMMARY/DISCUSSION:
The County entered into an agreement under RFP#10427 with Val's Plumbing and Heating, Inc. with a term of 1/23/14 to 11/1/16. Board Order A-12265 and the agreement established an amount of $50,000 as an annual aggregate for services with a total amount under the agreement not to exceed $150,000. A project limit of $10,000 was established.
The County Departments have used the 2015 budget of $50,000 for plumbing services and have the need for such services to continue. Pending purchase orders cannot be paid for services rendered under the current circumstances and future services will not be possible under such budget constraints. Current trends reveal the need for a greater plumbing services budget.
Amendment No. 1 increases the annual aggregate from $50,000 to $100,000 for the remaining term of the agreement; the total increase in funds is $100,000 over the agreement term. In total the amount for 2015-2016 shall not exceed $200,000.
The original agreement's provision of a $10,000 project limit remains. Mechanisms in the reviewing process within the County's Advantage system safeguards limits as outline above; agreement documents uploaded will be reviewed in Advantage by the department at multiple levels when submitting an encumbering documents; then by Contracts/Purchasing; then by Auditor/Controller. Only when these documents are reviewed and weighed against the encumbering Advantage document will an approval be applied.
Additionally, it is recommended that the Contracts/Purchasing Officer be authorized to sign future amendments where the amendments do not exceed ten percent of the original agreement amount and do not significantly change the scope of work as contained in RFP# 10427. It is also recommended that the Contracts and Purchasing Officer be authorized to execute similar additional agreements for Plumbing Services with qualified contractors who meet the minimum requirements of the County of Monterey under RFP# 10427, provided the total aggregate amount is unchanged and that the similar agreements terminate at the same time as the existing agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved Amendment No. 1 as to form. The Auditor's Office has approved Amendment No. 1 as to fiscal 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.
Prepared by: Robert Durham, Buyer II, 4997
Mike Derr, Contracts/Purchasing Officer, 4992
Approved by: Dewayne Woods, Assistant County Administrative Officer, 5309
Attachments:
Amendment #1 to Countywide Service Agreement for Plumbing Services (RFP #10427)
Board Order A-12265
Val's Plumbing Agreement