Title
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement between the Monterey County Sheriff’s Office and Honeywell International, Inc. for HVAC maintenance, repair, and installation, the for Public Safety Building and Monterey County Adult Detention Facility in the amount of $716,366 for the period of October 1, 2020 to June 30, 2023; and
b. Authorize the Auditor-Controller to make a one-time payment in the amount of $6,693 for work done that was unbudgeted in FY 19-20; and
c. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign up to two (2) future one year amendments where the future amendments do not significantly change the scope of work and where amendment #2 (does not add more than $201,637) and amendment #3 (does not add more than $221,800) where the total contract value does not exceed $1,139,803.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign an Agreement between the Monterey County Sheriff’s Office and Honeywell International, Inc. for HVAC maintenance, repair, and installation, the for Public Safety Building and Monterey County Adult Detention Facility in the amount of $716,366.00 for the period of October 1, 2020 to June 30, 2023; and
b. Authorize the Auditor-Controller to make a one-time payment in the amount of $6,692.70 for work done that was unbudgeted in FY 19-20; and
c. Approve and authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign up to two (2) future one year amendments where the future amendments do not significantly change the scope of work and where amendment #2 (does not add more than $201,636.60) and amendment #3 (does not add more than $221,800.26) where the total contract value does not exceed $1,139,802.86.
SUMMARY/DISCUSSION:
The Monterey County Sheriff’s Office requests approval of this agreement.
The County Jail was erected in 1971 and was modified in 1978. The Sheriff’s Office (Public Safety Building - PSB) was constructed in 1987. The heating and ventilation systems in both buildings are nearing the end of or have passed their useful life span, therefore creating energy inefficiencies and are prone to an enormous amount of breakage and downtime creating health and safety issues within the facilities. In 2017 we broke ground on building the new Jail, which should be occupied during the 2020 calendar year, however, the old Jail will still be utilized. Replacement parts for the County Jail are often not available, which makes total replacement of some parts necessary to ensure the system is operational. This is expensive, time consuming and leaves MCSO without heat or air on occasions. The preventative maintenance contract covers repairs only, after that MCSO relies on the additional repair allowance for part replacement, emergency repairs not covered, purchases and installation, etc.
The purpose of this maintenance contract is to address the necessary ongoing maintenance of the facilities' current equipment and provide the Sheriff's Office the ability to respond efficiently and effectively to breakages occurring within the existing equipment.
OTHER AGENCY INVOLVEMENT:
County Counsel has approved the agreement as to legal form, and the Auditor-Controller has reviewed the fiscal provisions.
FINANCING:
The FY 2021 portion of this contract was included in the FY 2020-21 approved budget. There is no impact in General Fund Contribution resulting from this Board action.
Fiscal Year Preventative Maintenance Unanticipated Cost
FY 20-21 $113,075.00 $100,000.00
FY 21-22 $149,404.00 $100,000.00
FY 22-23 $153,887.00 $100,000.00
The cost of any additional repairs is estimated at $100,000.00 per year for three years (total $300,000.00) and was not included in the adopted budget. The Department will try to absorb this additional cost from the adopted budget, but it may need to go back to the Board for a request in increase in Appropriations and General Fund Contribution.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s strategic initiatives by:
“Create a safe environment for people to achieve their potential”
Mark a check to the related Board of Supervisors Strategic Initiatives
Economic Development
Administration
Health & Human Services
Infrastructure
X Public Safety
Prepared by: Arthur Curtright, Management Analyst II, Ext #3708
Approved by: Steve Bernal, Sheriff/Coroner, Ext #3750
Attachments: Attachment A - Honeywell 3-Year Agreement
Attachment B - County of Monterey Jail 2020 Service Agreement
Attachment C - Honeywell Agreement