Title
Approve Amendment No. 4 to the Agreement for Services with Don Chapin Company, Inc. to extend the agreement to June 30, 2027, and increase the dollar amount by $100,000 for a total contract amount not to exceed $565,000 for maintenance and repairs to Agency owned facilities related to storm events and restoration; and authorize the General Manager to execute the agreement.
(Staff: Mallory Roberts)
Report
RECOMMENDATION:
It is recommended that the Monterey County Water Resources Agency Board of Directors:
Approve Amendment No. 4 to the Agreement for Services with Don Chapin Company, Inc. to extend the agreement to June 30, 2027, and increase the dollar amount by $100,000 for a total contract amount not to exceed $565,000 for maintenance and repairs to Agency owned facilities related to storm events and restoration; and authorize the General Manager to execute the agreement.
SUMMARY/DISCUSSION:
On January 2, 2023, the Monterey County Water Resources Agency (Agency) entered into an Agreement with Don Chapin Co., Inc. (Don Chapin) to provide equipment, material and labor for maintenance and repairs to Agency facilities during and after storm events. This was in response to severe winter storms that began on December 27, 2022, and continued through January of 2023. The labor, equipment and materials were critical to the emergency responses required during and after these events.
On March 31, 2023, Amendment No. 1 to the agreement was processed, increasing the total contract amount to $185,000. This was a result to additional severe winter storms and impacts Agency facilities in early March 2023.
On February 15, 2024, Amendment No. 2 to the agreement was processed, increasing the total contract amount to $385,000. These additional services were necessary from Don Chapin to continue work and make necessary repairs at an impacted project site along the Reclamation Ditch near Casentini and North Main Streets in the City of Salinas (City). The Agency was selected by the City as a grant subrecipient to provide cleanup restoration services to facilities affected by encampments prior to the upcoming rainy season. The fiscal year 2022-2024 funding agreements with the City have awarded compensation of services totaling approximately $202,833.75 to support sustained restoration of the reclamation ditch canal.
On April 15, 2024, Amendment No. 3 was processed, increasing the total contract amount to $465,000. The City increased the Agency’s award by $80,000 and therefore, an amendment was necessary for the Agency to continue contracting services with Don Chapin for facility repair work and project completion no later than June 30, 2024.
The purpose of Amendment No. 4 is to process a dollar amount increase of $100,000 for a total contract amount to not exceed $565,000, for continued services by Don Chapin. These additional services were necessary from Don Chapin to continue work and make necessary fencing and security improvements along the Reclamation Ditch near Casentini and North Main Streets in the City of Salinas (City). There is notice to also be prepared for services towards any future use of the agreement for emergency storm repairs. It is important to have this advance contract in place to provide cost-effective means for rapid delivery of supplies and services in emergency response as needed.
Don Chapin was secured in January and March 2023, and again starting November 2023 through June 2024, as the contractor to provide services on a Time & Materials (T&M) basis and have expended $465,000 of the contract to-date.
OTHER AGENCY INVOLVEMENT:
City of Salinas, California Interagency Council on Homelessness, County Counsel. The Board of Directors approved the Funding Agreement (22ERF06) between the City of Salinas and Agency at its April 2023 meeting and, authorized the General Manager to execute the Agreement. An amendment with the City to the increase the grant agreement by $80,000 for a total contract amount not to exceed $202,833.75 was executed in June 2024.
FINANCING:
There is sufficient appropriation in the Adopted FY24-25 Budget Unit 122 to fund this agreement and expenses will be submitted to City of Salinas for reimbursement once work is completed.
Prepared by: Mallory Roberts, Water Resources Hydrologist (831) 682-8978
Approved by: Ara Azhderian, General Manager, (831) 755-4860
Attachments:
1. Amendment No. 4
2. Original Agreement for Services
3. Funding Agreement Number 22ERF06 Amendment 1 with City of Salinas
4. Board Order