Title
a. Ratify the execution by the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor, while performing the function and duties as the EOC Logistics Team a number of Emergency Occupancy Agreements, Emergency Mass Shelter Agreements and Emergency Testing and Vaccination Site Agreements as outlined within Attachment-A in response to the COVID-19 Pandemic, Three (3) Major Fire Incidents and a Winter Storm Incident this past year in a total cumulative amount of $1,827,544.42 for the specified terms and conditions set within each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute amendments to the Agreements in an amount not to exceed 10% of the aggregate total of each agreement and does not significantly change the scope of the agreement during the course of the Pandemic.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Ratify the execution by the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor, while performing the function and duties as the EOC Logistics Team a number of Emergency Occupancy Agreements, Emergency Mass Shelter Agreements and Emergency Testing and Vaccination Site Agreements as outlined within Attachment-A in response to the COVID-19 Pandemic, Three (3) Major Fire Incidents and a Winter Storm Incident this past year in a total cumulative amount of $1,827,544.42 for the specified terms and conditions set within each Agreement; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute amendments to the Agreements in an amount not to exceed 10% of the aggregate total of each agreement and does not significantly change the scope of the agreement during the course of the Pandemic.
SUMMARY/DISCUSSION:
Due to the urgency and need for a quick implementation and placement of these agreements in response to the number of critical needs, agreements were executed with local providers through the Contracts/Purchasing Division while performing the functions as the County EOC Logistics Section. While many of these agreements were initially under the $100,000 threshold for requiring Board approval, the execution of subsequent amendments has brought the cumulative total to $1,827,544.42. Attachment A lists the vendors, purpose of the agreement, the original contract dates, and amounts (if fees where applicable), the amounts added through subsequent amendments (if applicable), and the overall cumulative total.
These services enabled the County to ensure a reliable source of qualified vendors and facilities were made available for the provisions of Emergency Occupancy and Shelter as well as Emergency Facilities for holding Mass Testing and Vaccine locations in response to the incidents identified above. This request will authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to sign future amendments in accordance with the terms and conditions set within each Agreement.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the Agreements.
FINANCING:
No additional funding is being requested in this action; multiple budget allocations were previously approved by separate board actions. There is no fiscal impact contained in this action.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Mark a check to the related board of Supervisors Strategic Initiatives
X Economic Development
___ Administration
X Health & Human Services
___ Infrastructure
___ Public Safety
Prepared by: Michael R. Derr, Contracts/Purchasing Officer
Approved by: Gerry Malais, Emergency Services Manager
Attachments:
Attachment A - Agreement Summary
Emergency Occupancy Agreements Hotels & Motels:
Knights Inn Carmel Hill - Agreement
Marina Hotels CI, dba Country Inn & Suites - Agreement and 3 Amendments
Economy Inn Seaside - Agreement
Monterey Fairgrounds Inn - Agreement
Rodeway Inn Monterey - Agreement
Super 8 by Wyndam Salinas - Agreement
Super 8 by Wyndam Monterey - Agreement and 2 Amendments
Pelican Inn Monterey - Agreement and 2 Amendments
Quality Inn Salinas - Agreement and 1 Amendment
Surestay Hotel King City - Agreement and 2 Amendments
Vendange Carmel Inn & Suites - Agreement
Emergency Mass Shelter Agreements:
Monterey Fairgrounds - Agreement
City of Salinas - Agreement and 2 Amendments
Salinas Valley Fair Inc. - Agreement
Emergency Testing and Vaccination Site Agreements:
Alisal Union School District - Agreement
City of Salinas - Agreement and 4 Amendments
Hartnell Community College District (Alisal Campus) - Agreement
Hartnell Community College District (STEM Center Building) - Agreement
Carmel Academy of Performing Arts- Agreement
Friendship Baptist Church - Agreement
City of Salinas - Agreement
Greater Victory Temple Church - Agreement
Greenfield memorial District Hall - Agreement
Monterey Peninsula College District - Agreement
California Artichoke and vegetable Growers dba Ocean Mist Farms - Agreement
Pfeiffer State Park - Agreement
Salinas valley Community Church - Agreement
The Salvation Army - Agreement
California State University Monterey bay - Agreement
Monterey Unified School District - Agreement and 1 Amendment
North Monterey County Unified School District - Agreement
City of Seaside - Agreement
Saint Mary of the Nativity Church - Agreement
South Monterey County Joint Union High School District - Agreement
Soledad Unified School District - Agreement
Salinas Union High School District - Agreement