Title
a. Approve Amendment No. 4 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 No. 10355) to increase the not to exceed amount of $241,584 by $70,000 for a total amount not to exceed $311,584; and extend the expiration date from March 31, 2017 for one (1) additional year through March 31, 2018, for a revised term from July 30, 2013 to March 31, 2018; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to the Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 4 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 of $241,584 by $70,000 for a total amount not to exceed $311,584; and extend the expiration date from March 31, 2017 for one (1) additional year through March 31, 2018, for a revised term from July 30, 2013 to March 31, 2018; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to the Agreement.
SUMMARY:
The Boronda County Sanitation District (“County BCSD”) desires MCSI Water Systems Management (MCSI) to continue to provide services associated with the management, maintenance and operation of the San Jerardo Water System. Initially, MCSI was selected for their expertise and capabilities necessary to provide these services required by regulatory agencies through Request for Proposals (RFP) #10355 for the water system in the San Jerardo Housing Cooperative Community within the County BCSD.
DISCUSSION:
The County is currently in the Request for Qualification (RFQ) process to transfer sewer and water systems currently operated by the County. The San Jerardo Water System is included in this RFQ. Three (3) responses to the County’s RFQ have been received and are currently being reviewed. It is anticipated that the selection and transfer process will take several months depending on the state approval process. In the meantime, the County must continue to retain the services of a certified water operator to manage the water system.
The County BCSD has identified a need for MCSI to continue to provide services associated with the management, maintenance and operation of the San Jerardo Water System to assist Special Districts Division staff in areas related to water system operations, water quality testing, reporting, repairs, maintenance, meter reading and billings and collections.
Amendment No. 4 to the Agreement between the County and MCSI will increase the not to exceed amount of $241,584 by $70,000 for a total amount not to exceed $311,584, and extend the expiration date from March 31, 2017 for one (1) additional year through March 31, 2018, for a revised term from July 30, 2013 to March 31, 2018. Prior to the expiration of Amendment No. 4, staff will work with Contracts/Purchasing to procure future services under a new RFP.
Attachment F provides a summary of the Agreement to date. Attachment G provides a summary of the Agreement annual expenditures and balance.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller’s Office have reviewed and approved Amendment No. 4 as to form and legality, and fiscal provisions, respectively.
FINANCING:
Costs anticipated with Amendment No. 4 to the Agreement with MCSI are anticipated to be incurred over the next two (2) fiscal years (FY) 2016-17 and 2017-18. Sufficient appropriations are available in the RMA adopted FY 2016-17 budget, Fund 157, Department 3000, Unit 8197, Appropriations Unit RMA 046, Account 6613, to fund Amendment No. 4. The amount for the remaining FY of the Agreement will be included in that budget as appropriate. A transfer of $40,000 from the general fund was made in 2013 for operating expenses and a transfer of $14,228 from Fund 401 was made in 2016. The current fund balance is $54. Due to the low fund balance and revenue that just meets annual average operating expenses, it is likely that a general fund contribution may be requested should there be any necessary system repairs or equipment replacement prior to the system being transferred.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This Agreement meets Key Objectives of the Board of Supervisors Strategic Initiatives by ensuring water quality and water systems infrastructure is maintained. Clean water is critical to improving health and quality of life for County residents.
Check the related Board of Supervisors Strategic Initiatives:
__ Economic Development
__ Administration
X Health & Human Services
X Infrastructure
Public Safety
Prepared by: Lynette Redman, Management Analyst III, (831) 796-6038
Approved by: Shawne Ellerbee, RMA Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A - Agreement
Attachment B - Amendment No. 1 to Agreement
Attachment C - Amendment No. 2 to Agreement
Attachment D - Amendment No. 3 to Agreement
Attachment E - Amendment No. 4 to Agreement
Attachment F - Summary of Agreement
Attachment G - Summary of Agreement Annual Expenditures and Balance
(Attachments on File with the Clerk of the Board)