Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign Amendment #3 to Agreement A-13312 between the Monterey County Sheriff’s Office and Honeywell International, Inc. for preventative maintenance and repairs to the heating, ventilation and air conditioning systems in the Public Safety Building and Monterey County Adult Corrections Facility, adding two (2) years and $193,867.00 to the existing agreement amount of $173,000.00, for a total contract cost of $366,867.00 for the time period of July 1, 2016 to June 30, 2020; and
b. Authorize a modification of the County standard liability language consistent with other county contracts with this vendor; and as requested by the Sheriff; and
c. Approve and authorize the Contracts/Purchasing Officer or Contracts/ Purchasing Supervisor to approve up to two (2) future amendments to this Agreement where the future amendments do not significantly change the scope of work and do not add more than 10% of the original contract amount ($13,000.00) to the Agreement, bringing the total not to exceed cost of the agreement to $379,867.00.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign Amendment #3 to Agreement A-13312 between the Monterey County Sheriff’s Office and Honeywell International, Inc. for preventative maintenance and repairs to the heating, ventilation and air conditioning systems in the Public Safety Building and Monterey County Adult Corrections Facility, adding two (2) years and $193,867.00 to the existing agreement amount of $173,000.00, for a total contract cost of $366,867.00 for the time period of July 1, 2016 to June 30, 2020; and
b. Authorize a modification of the County standard liability language consistent with other county contracts with this vendor; and as requested by the Sheriff; and
c. Approve and authorize the Contracts/Purchasing Officer or Contracts/ Purchasing Supervisor to approve up to two (2) future amendments to this Agreement where the future amendments do not significantly change the scope of work and do not add more than 10% of the original contract amount ($13,000.00) to the Agreement, bringing the total not to exceed cost of the agreement to $379,867.00.
SUMMARY:
The Sheriff’s Office requests an amendment to an existing board authorized agreement to extend the agreement for two (2) additional years at a cost of $118,867.00 and to add an emergency repair allowance of $75,000.00, for a total increase of $193,867.00 to its preventative maintenance/emergency repair contract with Honeywell International, Inc. to keep the heating, ventilation and air conditioning (HVAC) systems operational.
DISCUSSION:
Your board approved a preventative maintenance/emergency repairs contract for the Monterey County Sheriff’s Office (MCSO) for HVAC servicing at the Correctional Facility and at the Public Safety Building/Coroners’ Office on October 3, 2016. Amendment #1 to the contract was approved by Contracts/Purchasing, using the authority granted by your board, on January 30th, 2017 to add $13,000 to the repair allowance. Amendment #2 was approved by your Board on June 13th, 2017, and this added $30,000 to the repairs allowance. This amount has been utilized for repairs to the Corrections facility and the Public Safety building. We are now requesting the addition of two (2) years to Agreement A-13312 at a cost of $118,867.00, and an increase to the repairs allowance of $75,000, to cover both years, due to a high rate of equipment fatigue and malfunction. The Corrections buildings are, depending on building, in the range of 39-46 years of age, and the Public Safety Building is over 30 years old. Replacement parts for the system are often not available due to the age of the units, and some parts of the system are proprietary. The Resource Management Agency (RMA) checks all malfunctions first, and Honeywell is called upon to repair only items RMA recommends that maintenance and air filter replacement; it does not cover equipment failure/worn out parts, hence the need for the repairs allowance.
A copy of Agreement A-13312 and all associated amendments are on file at the Clerk to the Board’s Office.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreement as to legal form, and the Auditor-Controller has reviewed for fiscal provisions. All county contracts with Honeywell International Inc carry the changes to Section 8.01 of the Master contract, which redacts the phrase “sole negligence or willful misconduct of the County” and replaces it with “negligence or misconduct of the County”. MCSO continues to work with RMA to find solutions to the HVAC issues occurring in all MCSO buildings.
FINANCING:
The time extension for the maintenance contract is for Fiscal years 2018-19 and on and those costs will be included in budget construction for those years. As of this writing, $3,700 remains on the $43,000 repair allowance previously authorized through Fiscal Year 2017-18.
Honeywell was asked to provide an annual full cost replacement quote; that quote was $145,000 per year not including sales tax on parts or dump fees for used parts.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s Infrastructure goals by promoting the use of best environmental practices for County facilities and operations.
Mark a check to the related Board of Supervisors Strategic Initiatives
Economic Development
Administration
Health & Human Services
X Infrastructure
Public Safety
Prepared by: Nina Ryan, Management Analyst II, Ext. 3705
Approved by: Stephen Bernal, Sheriff /Coroner, Ext. 3725
Attachments: Honeywell International, Inc, Agreement A-13312 and amendments