Title
a. Approve Amendment No. 2 to the Agreement with Cal-West Lighting & Signal Maintenance, Inc. to allow for payment of services rendered in the amount of $25,693 from September 1, 2017 to March 31, 2018 and to increase the not to exceed amount by $163,500 for a total amount not to exceed $263,500 to continue to provide services associated with traffic signal and lighting maintenance and repairs throughout Monterey County, Request for Proposals (RFP) #10475, and extend the expiration date for one (1) additional year for a revised term of November 5, 2014 to November 5, 2019;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to the Agreement; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute future amendments which extend the term beyond the original term authorized in RFP #10475 where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 2 to the Agreement with Cal-West Lighting & Signal Maintenance, Inc. to allow for payment of services rendered in the amount of $25,693 from September 1, 2017 to March 31, 2018 and to increase the not to exceed amount by $163,500 for a total amount not to exceed $263,500 to continue to provide services associated with traffic signal and lighting maintenance and repairs throughout Monterey County, Request for Proposals (RFP) #10475, and extend the expiration date for one (1) additional year for a revised term of November 5, 2014 to November 5, 2019;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to the Agreement; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute future amendments which extend the term beyond the original term authorized in RFP #10475 where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/ DISCUSSION:
The County of Monterey (County) Resource Management Agency (RMA) has identified a continued need for traffic signal and lighting maintenance repair services (services) for equipment located throughout Monterey County. The County solicited proposals from qualified contractors through Request for Proposals (RFP) #10475. In accordance with the specifications set forth in the RFP and according to County policies and State laws, Cal-West Lighting and Signal Maintenance, Inc. (Cal-West) was selected and hired for their expertise and capabilities necessary to provide these services through a competitive selection process.
In November 2014, an Agreement was approved to allow for routine maintenance, conflict monitor testing and extraordinary maintenance repairs with a three (3) year budget identified for completion of these services. During the 2017 winter storms emergency work was performed to repair damaged signal locations. The cost incurred is in the amount of $25,693 which is beyond the original amount budgeted for regular maintenance services, causing a shortfall beyond the 3-year budget agreement.
Amendment No. 2 to the Agreement between the County and Cal-West will increase, but not to exceed, the amount of $100,000 by $163,500 for a total amount not to exceed $263,500 and will extend the expiration date from November 5, 2018 for one (1) additional year for a revised term of November 5, 2014 to November 5, 2019.
Attachment D provides a summary of the Agreement to date. Attachment E provides a summary of the Agreement annual expenditures and balance.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved Amendment No. 2 as to form and legality, and fiscal provisions, respectively.
FINANCING:
The increased amount associated with Amendment No. 2 to the Agreement with Cal-West is required for payment of emergency storm repair costs incurred during FY 2017-18, and for anticipated costs for repairs and maintenance during FY 2018-19 and FY 2019-20. Amendment No. 2 will increase the Agreement amount of $100,000 by $163,500, for a total not to exceed amount of $263,500. The adopted FY 2017-18 budget includes sufficient appropriations in the Road Fund 002, Appropriation Unit RMA012 to cover costs related to Amendment No. 2 and the department recommended FY 2018-19 budget includes appropriations for this contract as well.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Amendment No. 2 to the Agreement with Cal-West will allow for continued traffic signal and lighting maintenance repair services throughout the County.
_ Economic Development
_ Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared and Approved by: Carl P. Holm, AICP, RMA Director, (831) 755-4879
The following attachments are on file with the Clerk of the Board:
Attachment A - Amendment No. 2 to Agreement
Attachment B - Amendment No. 1 to Agreement
Attachment C - Agreement
Attachment D - Summary of Agreement
Attachment E - Summary of Agreement Annual Expenditures and Balance