Title
a. Approve Amendment No. 2 to Standard Agreement No. A-12995 with Quinn Rental Services to continue to provide rental equipment to: update the rental rates; increase the not to exceed amount by $175,000 for a total amount not to exceed $775,000; and extend the expiration date from December 31, 2019 for ten (10) additional months through October 31, 2020, for a revised term from November 1, 2015 to October 31, 2020; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Standard Agreement No. A-12995 and future amendments to the Agreement 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 Standard Agreement No. A-12995 with Quinn Rental Services to continue to provide rental equipment to: update the rental rates; increase the not to exceed amount by $175,000 for a total amount not to exceed $775,000; and extend the expiration date from December 31, 2019 for ten (10) additional months through October 31, 2020, for a revised term from November 1, 2015 to October 31, 2020; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 2 to Standard Agreement No. A-12995 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount.
SUMMARY/ DISCUSSION:
The County of Monterey, Resource Management Agency (RMA) has identified a continued need for Quinn Rental Services to provide rental equipment for maintenance of all parks, lakes, public roads, bridges and storm drainage systems located in the public right-of-way within Monterey County. Although the RMA has some maintenance equipment, the equipment is aging and unreliable. At this time, there is no funding available to replace the equipment, therefore, the rental of maintenance equipment is needed to complete County projects in a timely manner. In order to achieve the RMA’s vision to provide responsive, efficient and high-quality public service, the RMA needs to supplement its equipment fleet from local vendors on an as-needed basis. The proposed Amendment No. 2 to Standard Agreement (SA) No. A-12995 with Quinn Rental Services will not reduce work or positions affecting existing employees.
Amendment No. 2 to the SA will update the rental rates effective January 1, 2020; increase the not to exceed amount of $600,000 by $175,000 for a total amount not to exceed $775,000; and extend the expiration date from December 31, 2019 for ten (10) additional months through October 31, 2020, for a revised term from November 1, 2015 to October 31, 2020.
Costs associated with Amendment No. 2 are anticipated to be incurred over the next two (2) fiscal years (FY): 2019-20, and 2020-21. Sufficient appropriations are available in the Board of Supervisors adopted FY 2019-20 budget (Road Fund 002, Department 3000, Unit 8443, Appropriations Unit RMA012 and Parks Operations Fund 001, Department 3000, Unit 8510, Appropriations Unit RMA104). Attachment D provides a summary of the SA to date. Attachment E provides a summary of the annual expenditures and current balance remaining for this SA.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and the Auditor-Controller’s Office have reviewed and approved Amendment No. 2 as to form and legality, and fiscal provisions, respectively.
FINANCING:
Costs associated with Amendment No. 2 are anticipated to be incurred over the next two (2) fiscal years (FY): 2019-20, and 2020-21. Sufficient appropriations are available in the Board of Supervisors adopted FY 2019-20 budget (Road Fund 002, Department 3000, Unit 8443, Appropriations Unit RMA012 and Parks Operations Fund 001, Department 3000, Unit 8510, Appropriations Unit RMA104) to support current FY costs. The Road Fund and Parks have budgeted $1,317,089 and $48,119, respectively, for Equipment Rentals and Leases. The remaining amount will be included in the Recommended Budget for FY 2020-21.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The proposed SA is consistent with the goal of, “…efficient and effective resource management…” by only paying for the rental of maintenance equipment when needed and not investing huge sums for the purchase of the equipment which would not be utilized cost-effectively. Maintenance work made possible by use of this equipment improves the quality of life of every resident and visitor of Monterey County by providing safer parks, lakes and roadways.
__ Economic Development
X Administration
__ Health & Human Services
X Infrastructure
X Public Safety
Prepared by: James H. Essick, Road Maintenance Superintendent, (831) 755-4926
Reviewed by: Randell Ishii, M.S., P.E., Chief of Public Works
Approved by: Carl P. Holm, AICP, RMA Director
Attachments on file with the Clerk of the Board:
Attachment A - Amendment No. 2 to SA
Attachment B - Amendment No. 1 to SA
Attachment C - SA
Attachment D - Summary of SA
Attachment E - Summary of SA Annual Expenditures and Balance