Title
a. Approve an Agreement with The Don Chapin Company, Inc. dba Green Line Liquid Waste Hauler and Tom’s Septic Construction to provide on-call grease trap and sewer lift station pumping, water jetting and video inspection of sewer lines, storm drains and culverts at various locations within Monterey County, under Request for Proposals #10887, for a term of five years beginning June 19, 2023 to June 18, 2028, in a total amount not to exceed $1,000,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Agreement and future amendments 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:
a. Approve an Agreement with The Don Chapin Company, Inc. dba Green Line Liquid Waste Hauler and Tom’s Septic Construction to provide on-call grease trap and sewer lift station pumping, water jetting and video inspection of sewer lines, storm drains and culverts at various locations within Monterey County, under Request for Proposals #10887, for a term of five years beginning June 19, 2023 to June 18, 2028, in a total amount not to exceed $1,000,000; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Agreement and future amendments where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
The County of Monterey, Department of Public Works, Facilities and Parks (PWFP) has established several on-call Agreements for specialized services when County staff requires special expertise or when the volume of work exceeds staff’s capacity to manage in a timely manner. The purpose of having on-call consultants is to expedite the procurement process when needing specialized expertise from a professional firm. On-call Agreements are utilized across PWFP and by other County Departments for specialized expertise in operations, management and specific facility and capital projects.
PWFP has a need for on-call services involving grease trap and sewer lift station pumping to vacuum and dispose of wastewater and sludge; water jetting to clean grease traps, sewer lines, and sewer lift stations; storm drain pumping, storm drain jetting and video inspection of sewer lines and storm drains at County facilities. These services are often requested with very short notice due to equipment failure or weather conditions, and require quick response times, often within two hours or less.
On April 14, 2023 PWFP solicited proposals from qualified consultants through Request for Proposals (RFP) #10887 for on-call grease trap and sewer lift station pumping, water jetting and video inspection of sewer lines, storm drains and culverts at various locations within Monterey County, in accordance with the specifications set forth in the RFP.
On May 12, 2023, two proposals were received in response to RFP #10887. Following review and evaluation of the proposals, The Don Chapin Company, Inc. dba Green Line Liquid Waste Hauler and Tom’s Septic Construction (Green Line) was determined to be the most qualified and a Standard Agreement (SA) was tentatively awarded for their expertise and capabilities necessary to provide the services through a competitive selection process in accordance with County policies and State laws under RFP #10887. In addition to their expertise and capabilities, Green Line is a local consultant.
PWFP staff recommends that the Board of Supervisors approve the proposed SA with Green Line (Attachment A) to allow for on-call grease trap and sewer lift station pumping, water jetting and video inspection of sewer lines, storm drains and culvert services at various locations within Monterey County, for a term of five years beginning June 19, 2023 to June 18, 2028 in a total amount not to exceed $1,000,000.
Attachment B, RFP #10887, is provided for reference.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved the proposed SA as to form, and fiscal provisions, respectively.
FINANCING:
Estimated costs for the proposed SA over the current fiscal year (FY) 2022-23 and next five FYs, FY 2023-24, FY 2024-25, FY 2025-26, FY 2026-27 and FY 2027-28, are $1,000,000. There is no minimum or maximum amount allocated per budget unit. Services may be requested as needed, provided funds are available within the FY adopted budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The proposed SA will allow the County to continue maintenance of County facilities. Properly functioning wastewater systems prevent public and environmental health risks.
___ Economic Development
___ Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Shawn Atkins, Maintenance Manager, (831) 755-4929
Maribel Zendejas, Management Analyst II
Reviewed by: 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 SA
Attachment B - RFP #10887