Title
Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Amendment No. 1 to the Agreement with Automatic Door Systems Inc. for Maintenance and Repair of Automatic Door Services at NMC, adding $110,000 for a revised total Agreement amount not to exceed $200,000 and extending the term of the Agreement for an additional eighteen (18) month period through December 31, 2018.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors:
a. Authorize the Deputy Purchasing Agent for Natividad Medical Center (NMC) or his designee to execute Amendment No. 1 to the Agreement with Automatic Door Systems Inc. for Maintenance and Repair of Automatic Door Services at NMC, adding $110,000 for a revised total Agreement amount not to exceed $200,000 and extending the term of the Agreement for an additional eighteen (18) month period through December 31, 2018.
SUMMARY/DISCUSSION:
Automatic Door Systems, Inc. is a certified Small Business Enterprise (SBE) which handles the majority of the door repair services at the NMC Campus, including the installation and or repair of doors, frames, panic hardware and openers, complete door systems and electronic access.
Automatic Door Systems, Inc. has installed the bulk of NMCs complex door systems and therefore is most adept at providing repair services when needed. This vendor has been timely to respond to NMC’s repair needs even at short notice, including prompt repairs. There was an incident that occurred in March of 2016 where the Emergency Departments’ ambulance bay doors were badly damaged by a rogue vehicle and needed to be replaced. This caused a significant increase in the annual budget which was projected for this vendor. These sorts of unexpected incidents have caused NMC to spend more than originally projected for this Agreement and, therefore, is the primary reason for this requested increase. NMC is requesting approval to amend the agreement to increase the total amount of the agreement as well as to extend the term for an additional eighteen (18) month period.
For the sake of transparency, there was a period of overlap during fiscal year 2014-15 when NMC had inadvertently established two contracts with Automatic Door Systems, both for repair and maintenance services. The overlap was an oversight on NMC’s part. The older of the two agreements had a term of July 1, 2006 through June 30, 2015 and the more recent of the two agreements which we are requesting to amend at this time, has the initial term of January 1, 2014 through June 30, 2017. NMC contracts staff were all new to NMC when this agreement was established in 2014 and were unaware at the time of the previous agreement and the overlap. During the period of overlap there was only one purchase order opened for this current agreement and no payments were processed under the previous agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this Amendment No. 1 as to legal form and risk provisions, and the Auditor-Controller has reviewed and approved as to payment provisions. The Amendment No. 1 has also been reviewed and approved by NMC’s Finance Committee on June 23, 2016 and by its Board of Trustees on June 27, 2016.
FINANCING:
The cost for this Amendment No. 1 is $110,000 of which $75,000 is included in the Fiscal Year 2016-17 Adopted Budget. Amounts for remaining years of the Agreement will be included in those budgets as appropriate. There is no impact to the General Fund.
Prepared by: Jeff Cleek, Director of Engineering & Safety, 831-783-2614
Approved by: Gary R. Gray, DO, Chief Executive Officer, 783-2504
Attachments:
Amendment No. 1 to Automatic Door Systems, Inc. Agreement
Agreement with Automatic Door Systems, Inc.
Spend Sheet
Attachments on file with the Clerk of the Board