Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute a Standard Agreement between the County of Monterey and Disaster Kleenup Specialists Inc., (Agreement) in an amount not to exceed $400,000 for on-call restoration and mitigation services procured under Request for Proposal (RFP) #10878 for a 3-year term from June 27, 2023 to June 26, 2026; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute up to 2 additional amendments to this Agreement, each extending the term by 1 year, where the additional costs of each Amendment do not exceed 10% (or $40,000) of the original contract amount of $400,000, bringing the total maximum cumulative cost increase to $80,000 and potential overall Agreement aggregate Not to Exceed amount to $480,000 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 a Standard Agreement between the County of Monterey and Disaster Kleenup Specialists Inc., (Agreement) in an amount not to exceed $400,000 for on-call restoration and mitigation services procured under Request for Proposal (RFP) #10878 for a 3-year term from June 27, 2023 to June 26, 2026; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute up to 2 additional amendments to this Agreement, each extending the term by 1 year, where
the additional costs of each Amendment do not exceed 10% (or $40,000) of the original
contract amount of $400,000, bringing the total maximum cumulative cost increase to $80,000
and potential overall Agreement aggregate Not to Exceed amount to $480,000 even if no additional Agreements are entered into.
SUMMARY/DISCUSSION:
The Department of Public Works, Facilities and Parks (PWFP) - Facilities Division is responsible for maintaining safe and operational County of Monterey (County) properties. PWFP needs on-call restoration and mitigation services to address emergency facility repair needs and maintain life health and safety at County properties. Securing a Standard Agreement between the County and Disaster Kleenup Services Inc., (DKS) will allow PWFP to provide timely responses to restoration and mitigation needs as they arise.
On February 23, 2023, the County issued RFP #10878 to solicit proposals from vendors to provide on-call restoration and mitigation services. The County received 3 proposal packages in response to the RFP. Following staff’s review and evaluation of the proposal packages, DKS was selected for an award based on the selection criteria outlined in the RFP. DKS’ proposal package demonstrated its expertise and capabilities which are necessary to provide the services solicited through RFP #10878.
To encourage local vendor response to the RFP, a 5% points incentive was provided during the award selection process to those who completed the County’s Local Business Preference Declaration form in accordance with the County’s Local Preference Policy. All businesses that submitted proposals submitted the Local Business Declaration.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved the proposed Agreement as to form and fiscal provisions, respectively.
FINANCING:
Services provided by DKS will be reimbursed from approved PWFP budget allocations of the individual units requesting the use of this agreement. It will primarily be used by Facility Services, Fund 001, Appropriation Unit PFP054, but may also be used by Park Operations (001-PFP058), Road Fund (002-PFP004), and various Community Services Districts.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended actions support the Board of Supervisors Strategic Initiatives for Administration, Health & Human Services, Infrastructure and Public Safety, as well as enable PWFP to expeditiously complete restoration and mitigation services.
Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Patty Small, Management Analyst II (831) 784-5929
Reviewed by: John Snively, Administration Operations Manager
Lindsay Lerable, Chief of Facilities
Tom Bonigut, PE, Assistant Director of Public Works, Facilities and Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE
Director of Public Works, Facilities and Parks
The following attachment is on file with the Clerk of the Board:
Attachment A - Standard Agreement with DKS