Title
a. Approve and authorize the Director of the Department of Emergency Management to execute a Non-Standard Agreement with Acela, Inc. for an amount not to exceed $350,255 for the purchase of a high-water emergency rescue vehicle, procured under Sourcewell Agreement #032824, with an agreement term of January 15, 2025, through December 15, 2025; and
b. Approve the Performance Bond executed and provided by Acela, Inc. pursuant to the above Agreement; and
c. Authorize the Director of the Department of Emergency Management or designee to execute order confirmations and such documents as are necessary to implement the agreement for the County's purchase of products; and
d. Approve and authorize the Director of the Department of Emergency Management to sign up to three (3) future amendments to this Agreement with Acela, Inc. where the total amendments do not exceed 10% ($35,026) of the original agreement amount and does not significantly alter the scope of work, for a revised not to exceed maximum amount of $385,281.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Department of Emergency Management to execute a Non-Standard Agreement with Acela, Inc. for an amount not to exceed $350,255 for the purchase of a high-water emergency rescue vehicle, procured under Sourcewell Agreement #032824, with an agreement term of January 15, 2025, through December 15, 2025; and
b. Approve the Performance Bond executed and provided by Acela, Inc. pursuant to the above Agreement; and
c. Authorize the Director of the Department of Emergency Management or designee to execute order confirmations and such documents as are necessary to implement the agreement for the County's purchase of products; and
d. Approve and authorize the Director of the Department of Emergency Management to sign up to three (3) future amendments to this Agreement with Acela, Inc. where the total amendments do not exceed 10% ($35,026) of the original agreement amount and does not significantly alter the scope of work, for a revised not to exceed maximum amount of $385,281.
SUMMARY:
On March 10, 2023, the unincorporated community of Pajaro experienced major flood damage which impacted households, businesses, local infrastructure, and personal property. California Assembly Bill 102 (AB 102) allocated $20,000,000 funding to the County of Monterey to support flood relief, preparedness, and resilience for the community of Pajaro. In December of 2023, the Board of Supervisors approved an allocation of $500,000 for the purchase of flood fighting equipment for North County Fire Protection District (NCFPD), which included the purchase of a high-water vehicle. The purchase of this critical equipment is necessary to improve response capabilities in and during flood events.
DISCUSSION:
In December of 2023, the Board of Supervisors approved an allocation of $500,000 for the purchase critical equipment to improve the ability of the community of Pajaro to respond to future flood events. This allocation included the purchase of a high-water vehicle increasing the response capabilities of NCFPD to flood events. In consultation with NCFPD, DEM identified Acela who specializes in manufacturing customized emergency rescue vehicles. The Acela Monterra High Water Vehicle is a robust, purpose-built truck designed to operate in extreme conditions where conventional vehicles fail. The vehicle’s design includes a raised chassis, sealed electrical systems, and specialized intake and exhaust systems that allow it to function in water depths of up to 50 inches or more, dependent on the model. Its all-wheel-drive configuration and high ground clearance make it an essential tool for operations in challenging environments.
The high-water vehicle is being procured through Sourcewell Agreement (#032824-CER). The County is a participating member of Sourcewell (Member #18170), which is a public entity cooperative purchasing agent that provides the County with access to competitively-bid contracts for commonly used goods and services. Utilizing Sourcewell will save the County significant time and cost as an open solicitation for similar good and services is not necessary. The Agreement between the County and Acela, Inc. is included in Attachment A. Payment under this agreement will occur in accordance with the following payment schedule:
|
PAYMENT SCHEDULE |
|
Deliverable |
Target Date |
Description |
Approximate Amount |
|
Deliverable 1 |
January 31, 2025 |
30% payment due upon assignment of Title and VIN |
$105,076 |
|
Deliverable 2 |
May 30, 2025 |
20% payment due at time of body delivery |
$70,051 |
|
Deliverable 3 |
November 15, 2025 |
50% remaining/final payment due at delivery of truck to customer in California (includes tax) |
$175,127 |
|
Total |
$350,255 |
To protect the County from any risk associated with Acela failing to deliver the high-water vehicle, the County requested Acela execute a Performance Bond to ensure project completion in accordance with the plans, specifications, and the terms of the Agreement (Attachment B).
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel, the Auditor-Controller’s Office, and Risk Management have reviewed the Agreement and bonds as to form, fiscal provisions, and insurance and indemnification, respectively.
FINANCING:
There will be no impact on the General Fund from this action. The project is funded by the California Office of Emergency Services (Cal-OES) 2023 Winter Storm Flood Relief (WS) Program #WS23 01 0270. Grant and is included in the Department of Emergency Management FY 2024-25 appropriations. NCFPD will take ownership of the high-water vehicle and will be responsible for any additional future obligations and maintenance. A Memorandum of Understanding with NCFPD will be brought be before the Board at a later date.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Utilizing cooperative solicitations save the County time and money to procure services. Cooperative agreements give the County access to national pricing discounts it would otherwise be ineligible for. The proposed Agreement meets the Board of Supervisors’ goal of efficient government resource management.
___ Economic Development
X Administration
___ Health & Human Services
___ Infrastructure
X Public Safety
Prepared by: Damian Bye, Management Analyst II, x1909
Reviewed by: Laura Emmons, Emergency Services Manager
Approved by: Kelsey A. Scanlon, Director of Department of Emergency Management, x1902
Approved by: Nick Chiulos, Chief Assistant County Administrative Officer, x5145
Attachments:
Attachment A: Acela Agreement
Attachment B: Performance Bond