Title
Acting as the Board of Directors for the Boronda County Sanitation District:
a. Approve Amendment No. 10 to Agreement No. A-12523 with MCSI Water Systems Management to continue to provide management, maintenance, and operation of the San Jerardo Water System, Request for Proposals #10355, extend the expiration date for twenty-seven additional months through June 30, 2027, for a revised term from July 30, 2013 to June 30, 2027, and increase the not to exceed maximum by $140,000 to a total of $941,584; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 10 to Agreement No. A-12523 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors, acting as the Board of Directors of the Boronda County Sanitation District:
a. Approve Amendment No. 10 to Agreement No. A-12523 with MCSI Water Systems Management to continue to provide management, maintenance, and operation of the San Jerardo Water System, Request for Proposals #10355, extend the expiration date for twenty-seven additional months through June 30, 2027, for a revised term from July 30, 2013 to June 30, 2027, and increase the not to exceed maximum by $140,000 to a total of $941,584; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 10 to Agreement No. A-12523 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
In 2018, the San Jerardo Housing Cooperative, Inc. (Cooperative) expressed interest in taking ownership of the Boronda County Sanitation District (BCSD) Zone 2 - San Jerardo Cooperative Water System (System). The Cooperative is currently working with the County of Monterey (County)/BCSD toward this end.
The County has completed the required repairs to the System, including control panel and fire pump/generator repairs, completion of the emergency intertie with the Foothill Estates Water System and installation of the two metered connections to benefit the property adjacent to the production well site per the terms of the Purchase Agreement for the production well between the County/BCSD and the production well site sellers Juan and Rosa Gutierrez.
In 2012, Request for Proposals (RFP) #10355 was issued for professional services to provide management, maintenance, and operation of the System. In July 2013, through RFP #10355, MCSI Water Systems Management (MCSI) was selected to provide these services. The Agreement with MCSI expires on March 31, 2025. Staff considers engaging a new operator at this point imprudent due to MCSI’s experience with System operations and maintenance, and impending System transfer. A term extension and additional funding are necessary to continue MCSI’s services.
Staff recommends that the Board of Supervisors approve the proposed Amendment No. 10 (Attachment A) to continue services currently being provided by MCSI. Amendment No. 10 extends the expiration date from March 31, 2025 by twenty-seven additional months through June 30, 2027, for a revised term from July 30, 2013 to June 30, 2027, and increases the not to exceed maximum of $801,584 by $140,000 to a total of $941,584. It is anticipated that the term extension will afford County staff time to oversee remaining tasks (water tank repair and replacement of degraded water meters) through completion and work with the Cooperative and the State of California to establish steps and timelines to complete the System transfer anticipated by June 30, 2027.
Attachments B through M, provided for reference, include Amendments No. 1 through 9 to Agreement No. A-12523, Agreement No. A-12523 and a summary and expenditures of the Agreement to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 10 as to form and fiscal provisions, respectively.
FINANCING:
Costs associated with Amendment No. 10 are anticipated to be incurred over the next three fiscal years (FY) 2024-25, FY 2025-26 and FY 2026-27, through June 30, 2027. The annual cost for services is $60,396 plus $9,604 for additional anticipated services, for an annual total of $70,000. The Adopted Budget for FY 2024-25, Fund 157, Department 3200, Unit 8567, Appropriation Unit PFP050, Account 6613, includes $70,000 for services provided by MCSI. Agreement costs for FY 2025-26 and FY 2026-27 will be included in the respective requested budgets.
BOARD OF SUPERVISORS’ STRATEGIC INITIATIVES:
Amendment No. 10 of this Agreement meets key objectives of the Health & Human Services and Infrastructure Board of Supervisors’ Strategic Initiatives by ensuring water system infrastructure and water quality is maintained. Clean water is critical to improving health and quality of life for County residents.
__ Economic Development
__ Administration
X Health & Human Services
X Infrastructure
Public Safety
Prepared by: Lynette Redman, Management Analyst III, (831) 796-6038
Janie Bettencourt, Management Analyst II
Reviewed by: Tom Moss, PG, QSD, Senior Water Resources Hydrologist
Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 10 to Agreement
Attachment B - Amendment No. 9 to Agreement
Attachment C - Amendment No. 8 to Agreement
Attachment D - Amendment No. 7 to Agreement
Attachment E - Amendment No. 6 to Agreement
Attachment F - Amendment No. 5 to Agreement
Attachment G - Amendment No. 4 to Agreement
Attachment H - Amendment No. 3 to Agreement
Attachment I - Amendment No. 2 to Agreement
Attachment J - Amendment No. 1 to Agreement
Attachment K - Agreement
Attachment L - Summary of Agreement
Attachment M - Summary of Agreement Annual Expenditures and Balance