Title
a. Approve Amendment No. 2 to Standard Agreement No. A-13054 with Accent Clean and Sweep, Inc. to: update Attachment A - Road Listing of Exhibit A and continue to provide services associated with operated street sweeping services meeting the State-mandated National Pollution Discharge Elimination System (NPDES) Storm Water Permit, Request for Proposals #59000, increase the not to exceed amount by $160,000 for a total amount not to exceed $574,088; and extend the expiration date for one (1) additional year for a revised term from September 1, 2015 to September 1, 2019, with the option to extend the Agreement for one (1) additional one (1) year term; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Standard Agreement No. A-13054 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved amount of the Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 2 to Standard Agreement No. A-13054 with Accent Clean and Sweep, Inc. to: update Attachment A - Road Listing of Exhibit A and continue to provide services associated with operated street sweeping services meeting the State-mandated National Pollution Discharge Elimination System (NPDES) Storm Water Permit, Request for Proposals #59000, increase the not to exceed amount by $160,000 for a total amount not to exceed $574,088; and extend the expiration date for one (1) additional year for a revised term from September 1, 2015 to September 1, 2019, with the option to extend the Agreement for one (1) additional one (1) year term; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Standard Agreement No. A-13054 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved amount of the Agreement.
SUMMARY/DISCUSSION:
Street sweeping is a service traditionally performed by the County of Monterey, Resource Management Agency (RMA) - Public Works staff and is State-mandated as part of the County’s National Pollution Discharge Elimination System (NPDES) Storm Water Permit. This permit requires the County to sweep roads within designated urbanized areas twice annually, once in the Spring and once in the Fall, and is intended to reduce pollution entering storm drain systems.
To find a more efficient method for providing this mandated service, the County of Monterey, Resource Management Agency (RMA) - Public Works issued Request for Proposals (RFP) #59000 in the Summer of 2015 for State-mandated NPDES Storm Water Permit operated street sweeping services. Accent Clean and Sweep, Inc. (Accent) was selected through a competitive selection process in accordance with County policies to provide these services and was awarded Standard Agreement (SA) No. A-13054 which was executed by the Contracts/Purchasing Officer on September 8, 2015 for a total amount not to exceed $100,000, for a term from September 1, 2015 to September 1, 2018, with the option to extend the term for two (2) additional one (1) year terms.
Amendment No. 2 to SA No. 13054 will continue to provide associated street sweeping services meeting the State-mandated NPDES Storm Water Permit, RFP #59000, increase the not to exceed amount of $414,088 by $160,000 for a total amount not to exceed $574,088; and extend the expiration date from September 1, 2018 for one (1) additional year for a revised term from September 1, 2015 to September 1, 2019, with the option to extend the Agreement for one (1) additional one (1) year term. To reduce costs, non-mandated street sweeping services for the communities of Castroville and Spreckels were removed under the base contract. However, additional service can be performed under this contract when/if additional funding is identified (e.g. ratification of SB1 on November ballot).
Amendment No. 2 adjusts the contract insurance requirements to reflect the County standards. Accent’s Business Automobile Liability Insurance requirements for the contract is increased from $50,000 of coverage per occurrence to 1,000,000 of coverage per occurrence. Additionally, Accent will provide Automotive Pollution Coverage of $1,000,000 per occurrence to cover testing, monitoring, cleanup and other costs related to pollutant discharges from the sweepers.
Attachment D provides a summary of the SA to date. Attachment E provides a summary of the SA 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 FY 2018-19 Adopted Budget includes appropriations for street sweeping services in the amount of $108,000 in the General Fund 001, Litter Control Appropriation Unit RMA002 and $52,000 in the Road Fund 002, Appropriation Unit RMA012.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The NPDES Storm Water Permit requires the County to sweep roads within designated urbanized areas twice annually, once in the Spring and once in the Fall, and is intended to reduce pollution entering storm drain systems. The recommended action supports the Board of Supervisors Strategic Initiatives as follows:
X Economic Development
__ Administration
X Health & Human Services
__ Infrastructure
__ Public Safety
Prepared by: Barney Guzman, Assistant Engineer, (831) 755-4742
Reviewed by: Neville Pereira, Interim Director of Public Works, Parks & Facilities
Approved by: Carl P. Holm, AICP, RMA Director
The following attachments are on file with the Clerk to the Board:
Attachment A - A2 to SA
Attachment B - A1 to SA
Attachment C - SA
Attachment D - Summary of SA
Attachment E - Summary of SA Annual Expenditures and Balance