Title
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Countywide Service Agreements based on the criteria set forth within RFP #10571. The agreements are between the County of Monterey and the four named vendors as follows: Central Electric Company, Farwest Electric Control, Inc., JM Electric, and Johnson Electronics for the provision of electrician services on an as-needed basis for projects of $4,000 or less each, for the initial term of three (3) years from the date of execution through and including February 28, 2020. The aggregate amount over the term of all Agreements shall not exceed $900,000, in accordance with the terms and conditions set within each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to exercise the option to extend the Countywide Service Agreements for two (2) additional one (1) year periods in accordance with the terms and conditions set within each Agreement; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute, after one year, similar additional Agreements for Electrician Services with qualified contractors who meet the minimum requirements and comply with the County of Monterey standard terms and conditions, where each individual agreement does not affect the total aggregate amount authorized. Any additional Agreements shall terminate February 28, 2020; and
d. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to increase the cumulative “not to exceed” amount by up to 10% ($90,000) of the original aggregate amount of $900,000, even if no additional Agreements are entered into.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Countywide Service Agreements based on the criteria set forth within RFP #10571. The agreements are between the County of Monterey and the four named vendors as follows: Central Electric Company, Farwest Electric Control, Inc., JM Electric, and Johnson Electronics for the provision of electrician services on an as-needed basis for projects of $4,000 or less each, for the initial term of three (3) years from the date of execution through and including February 28, 2020. The aggregate amount over the term of all Agreements shall not exceed $900,000, in accordance with the terms and conditions set within each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to exercise the option to extend the Countywide Service Agreements for two (2) additional one (1) year periods in accordance with the terms and conditions set within each Agreement; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute, after one year, similar additional Agreements for Electrician Services with qualified contractors who meet the minimum requirements and comply with the County of Monterey standard terms and conditions, where each individual agreement does not affect the total aggregate amount authorized. Any additional Agreements shall terminate February 28, 2020; and
d. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to increase the cumulative “not to exceed” amount by up to 10% ($90,000) of the original aggregate amount of $900,000, even if no additional Agreements are entered into.
SUMMARY/DISCUSSION:
Approval of the recommended action will enable the County to assure a reliable source of Electrician Services on an as-needed basis to the County of Monterey for the initial term of three (3) years from the date of execution through and including February 28, 2020. Services will be provided on an on-call basis under a task order process between the Resource Management Agency-Facilities Division of the County and the Contractor, on a time and material basis. Such services include but are not limited to replacement of switchboards, installation of electrical panel boards, lighting upgrades, fire alarm upgrades, conduit work and emergency repairs. Each Agreement is based upon County requirements as set forth in the terms and conditions of Request for Proposals (RFP 10571).
Each Agreement will be included in the Countywide Service Agreement so that departments can see that these resources are available, eliminating the need for individual agreements with each County department on smaller scale projects which would not be considered works of public improvement. The aggregate amount to be spent for all identified Agreements over the three (3) year term is not to exceed $900,000 Copies of the Agreements are on file with the Clerk of the Board.
Additionally, it is recommended that the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor be authorized to enter into additional similar contracts after one year, with other vendors who otherwise meet the qualifications of RFP #10571 and agree to the same terms and conditions as approved vendors where each additional Agreement would terminate at the same time as the Agreements presented before the Board for approval today. It is also recommended that the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor be authorized to increase the cumulative ‘not to exceed’ amount by up to 10% ($90,000) of the original aggregate amount of $900,000 whether or not additional agreements are entered into. This authority will provide needed flexibility to the County to deal with currently unanticipated needs.
OTHER AGENCY INVOLVEMENT:
County Counsel approved the Agreements as to form. The Auditor-Controller’s Office has approved each Agreement, respectively.
FINANCING:
Funds for these services are contained within the approved budget allocations of the departments utilizing the services. Expenditures will depend on the actual services requested by individual County departments. Based upon the historical usage, the aggregate amount to be spent for all Agreements issued under RFP #10571 is not anticipated to exceed $900,000 for all Agreements over the initial three (3) year term.
Prepared by: DeAundra Lewelling, Management Analyst, 4998
Mike Derr, Contracts/Purchasing Officer, 4992
Approved by: Dewayne Woods, Assistant County Administrative Officer, 5309
Attachments:
Central Electric Company Agreement
Farwest Electric Control, Inc. Agreement
JM Electric Agreement
Johnson Electronics Agreement