Title
Acting as the Board of Directors for the Boronda County Sanitation District:
a. Approve Amendment No. 7 to Agreement No. A-12523 with MCSI Water Systems Management to continue to provide services associated with the management, maintenance, and operation of the San Jerardo Water System to increase the not-to-exceed amount by $140,000, for a total amount not to exceed of $591,584 and extend the expiration date from March 31, 2020 for two (2) additional years through March 31, 2022, for a revised term from July 30, 2013 to March 31, 2022; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute: 1) Amendment No. 7 to Agreement No. A-12523 and 2) Future amendments to Agreement No. A-12523 to extend the term beyond the original term authorized in Request for Proposals #10355 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. 7 to Agreement No. A-12523 with MCSI Water Systems Management to continue to provide services associated with the management, maintenance and operation of the San Jerardo Water System, Request for Proposals #10355, to increase the not-to-exceed amount by $140,000 for a total amount not to exceed of $591,584 and extend the expiration date from March 31, 2020 for two (2) additional years through March 31, 2022, for a revised term from July 30, 2013 to March 31, 2022; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute: 1) Amendment No. 7 to Agreement No. A-12523 and 2) Future amendments to Agreement No. A-12523 to extend the term beyond the original term authorized in Request for Proposals #10355 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
In 2018, the San Jerardo Cooperative (Cooperative) expressed interest in taking ownership of the Boronda County Sanitation District (BCSD) San Jerardo Cooperative Water System. The Cooperative is currently working with the County toward this end. The County has identified additional System improvements that are needed to facilitate the transfer.
In 2012, a Request for Proposals (RFP) was issued for professional services to provide management, maintenance, and operation of the San Jerardo Water System. Attachments A and B provide summaries of the agreement to date. Staff finds that outside technical support services are still required until the system is transferred. In addition to the regular maintenance and operations of the system, MCSI Water Systems Management (MCSI) continues to work with the County to repair system damages resulting from the 2017 Winter Storms. The Agreement with MCSI expires on March 31, 2020.
Staff recommends that the Board of Supervisors approve proposed Amendment No. 7 for the continued provision of services provided by MCSI. Amendment No. 7 (Attachment C) increases the not-to-exceed Agreement amount of $451,584 by $140,000 ($70,000 each additional year), for a total amount not to exceed $591,584, and extends the expiration date from March 31, 2020, by two (2) additional years through March 31, 2022, for a revised term from July 30, 2013 to March 31, 2022, beyond the anticipated five (5) year term allowed per Agreement No. A-12523. This two (2) year extension will afford County staff time to work with the Cooperative to establish steps and timelines to complete the System transfer anticipated by December 2021.
Through Request for Proposals (RFP) #10355, MCSI was selected in July 2013 for their expertise and capabilities to provide services required by regulatory agencies for the System. Staff considers engaging a new operator at this point imprudent due to the impending System transfer.
Attachments D through J, provided for reference, include: Amendment Nos. 1 through 6 to the Agreement and Agreement A-12523.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller have reviewed and approved Amendment No. 7 as to form and fiscal provisions, respectively.
FINANCING:
Estimated costs for Amendment No. 7 over the next three (3) fiscal years, FYs 2019-20 through 2021-22, are $375,000. The FY 2019-20 Adopted Budget, Fund 157, Department 3000, Unit 8197, Appropriation Unit RMA046, Account 6613, includes $213,049 for services provided by MCSI, and sufficient appropriations are available to fund Amendment No. 7. Agreement costs for future FYs will be included in the respective requested budgets.
BOARD OF SUPERVISORS’ STRATEGIC INITIATIVES:
Amendment No. 7 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
Reviewed by: Melanie Beretti, Property Administration/Special Programs Manager
Approved by: Shawne E. Ellerbee, RMA Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A-Summary of Agreement
Attachment B-Summary of Agreement Annual Expenditures and Balance
Attachment C-Amendment No. 7 to Agreement
Attachment D-Amendment No. 6 to Agreement
Attachment E-Amendment No. 5 to Agreement
Attachment F-Amendment No. 4 to Agreement
Attachment G-Amendment No. 3 to Agreement
Attachment H-Amendment No. 2 to Agreement
Attachment I-Amendment No. 1 to Agreement
Attachment J-Agreement
(Attachments are on File with the Clerk of the Board)