Title
a. Approve Amendment No. 1 to Standard Agreement with Granite Construction Company to continue to provide fully operated, fueled and maintained construction equipment to work sites on an on-call basis to: update the rate schedule; increase the not to exceed amount of $100,000 by $200,000 for a total amount not to exceed $300,000; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from January 1, 2021 to December 31, 2022; and
b. Approve Amendment No. 1 to Standard Agreement with The Don Chapin Company, Inc. to continue to provide fully operated, fueled and maintained construction equipment to work sites on an on-call basis to: update the rates; increase the not to exceed amount of $100,000 by $200,000 for a total amount not to exceed $300,000; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from January 1, 2021 to December 31, 2022; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to each Agreement and future amendments to each Agreement where the amendments do not significantly alter the scope of work or increase the approved amount of each Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 1 to Standard Agreement with Granite Construction Company to continue to provide fully operated, fueled and maintained construction equipment to work sites on an on-call basis to: update the rate schedule; increase the not to exceed amount of $100,000 by $200,000 for a total amount not to exceed $300,000; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from January 1, 2021 to December 31, 2022; and
b. Approve Amendment No. 1 to Standard Agreement with The Don Chapin Company, Inc. to continue to provide fully operated, fueled and maintained construction equipment to work sites on an on-call basis to: update the rates; increase the not to exceed amount of $100,000 by $200,000 for a total amount not to exceed $300,000; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from January 1, 2021 to December 31, 2022; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to each Agreement and future amendments to each Agreement where the amendments do not significantly alter the scope of work or increase the approved amount of each Agreement.
SUMMARY/DISCUSSION:
A significant portion of County owned Road and Bridge Maintenance equipment is obsolete relative to mandated regulations (e.g., air emissions), aging and unreliable. Equipment is being replaced through a fleet asset management plan, but will span the course of years. Moreover, there is specialized equipment that must be deployed, dependent on the nature of the assignment. To provide responsive, efficient, and high-quality public service, the Department of Public Works, Facilities, & Parks (PWFP) needs to supplement its workforce and equipment with local contractors on an “as-needed basis” and in preparation for potential winter storms. The proposed Amendment No. 1 to each Standard Agreement (SA) will supplement staff positions and will not reduce existing staff work or positions.
PWFP has identified a continued need for Granite Construction Company and The Don Chapin Company, Inc. to provide fully operated, fueled and maintained construction equipment to work sites on an on-call basis as requested by PWFP. Amendment No. 1 to each SA will update the rates; increase the not to exceed amount of $100,000 by $200,000 for a total amount not to exceed $300,000; and extend the expiration date of each SA from December 31, 2021 for one (1) additional year through December 31, 2022, for a revised term from January 1, 2021 to December 31, 2022.
Attachment A provides a summary of the SAs to date. Attachment B provides a summary of the annual expenditures and balance of the SAs to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 1 to each Agreement as to form, and fiscal provisions, respectively.
FINANCING:
Sufficient appropriations are available in the FY 2021-22 Adopted Budget for Road and Bridge Maintenance, Road Fund 002, Appropriation Unit PFP004 to fund Amendment No. 1. The amounts for the remaining FY 2022-23 of the SAs will be included in those budgets as appropriate.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety. These services will allow PWFP to provide efficient, responsive service to County roadways and residents to enhance public safety and supplement County infrastructure.
Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: John Coffman, Road Maintenance Superintendent (831) 755-4926
Reviewed by: Tom Bonigut, PE, Interim Assistant Director of Public Works, Facilities, & Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, & Parks
The following attachments are on file with the Clerk of the Board:
Attachment A-Summary of Standard Agreements
Attachment B-Summary of SA Annual Expenditures & Balance
Attachment C-A1 to SA with Granite Construction Co
Attachment D-SA with Granite Construction Company
Attachment E-A1 to SA The Don Chapin Co Inc.
Attachment F-SA The Don Chapin Co Inc