Title
Acting as the Board of Directors for the Boronda County Sanitation District:
a. Approve Amendment No. 8 to Agreement No. A-12523 with MCSI Water Systems Management to continue to provide services associated with the management, maintenance, and operation of the San Jerardo Water System, Request for Proposals #10355, to increase the not-to-exceed amount by $70,000, for a total amount not to exceed of $661,584 and extend the expiration date from March 31, 2022 for one (1) additional year through March 31, 2023, for a revised term from July 30, 2013 to March 31, 2023; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute: 1) Amendment No. 8 to Agreement No. A-12523 and 2) Future amendments to Agreement No. A-12523 to extend the term beyond the original term authorized in Request for Proposals #10355 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors, acting as the Board of Directors of the Boronda County Sanitation District:
a. Approve Amendment No. 8 to Agreement No. A-12523 with MCSI Water Systems Management to continue to provide services associated with the management, maintenance, and operation of the San Jerardo Water System, Request for Proposals #10355, to increase the not-to-exceed amount by $70,000, for a total amount not to exceed of $661,584 and extend the expiration date from March 31, 2022 for one (1) additional year through March 31, 2023, for a revised term from July 30, 2013 to March 31, 2023; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute: 1) Amendment No. 8 to Agreement No. A-12523 and 2) Future amendments to Agreement No. A-12523 to extend the term beyond the original term authorized in Request for Proposals #10355 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
In 2018, the San Jerardo Housing Cooperative, Inc. (Cooperative) expressed interest in taking ownership of the Boronda County Sanitation District (BCSD) San Jerardo Water System (System). The Cooperative is currently working with the County/BCSD toward this end. The County/BCSD has identified additional System improvements that are needed to facilitate the transfer. This consists of the construction of an intertie connection between the System and the adjacent Foothill Estates water system, which is expected to be completed by June 30, 2022. Additionally, two metered connections will be installed on the Gutierrez property, as required per the 2007 Purchase and Sale Agreement for the production well site between the sellers and the County BCSD.
In 2012, Request for Proposals (RFP) #10355 was issued for professional services to provide management, maintenance, and operation of the System. Staff finds that outside technical support services are still required until the System is transferred. In addition to the regular maintenance and operations of the System, MCSI Water Systems Management (MCSI) continues to work with the County to repair System damages resulting from the 2017 Winter Storms. This work involves repairs to the water system electronic control panel and fire pump. All work is expected to be completed by June 30, 2022. Attachments J and K provide summaries of the Agreement to date. The Agreement with MCSI expires on March 31, 2022.
Staff recommends that the Board of Supervisors approve proposed Amendment No. 8 for the continued provision of services provided by MCSI. Amendment No. 8 (Attachment A) increases the not-to-exceed Agreement amount of $591,584 by $70,000, for a total not to exceed amount of $661,584, and extends the expiration date from March 31, 2022, by one (1) additional year through March 31, 2023, for a revised term from July 30, 2013, to March 31, 2023, which is beyond the anticipated five (5) year Agreement term allowed per RFP #10355. Amendment No. 8 will provide for a total term of nine (9) years and eight (8) months, for a revised term from July 30, 2013, to March 31, 2023. This one (1) year extension will afford County staff time to ensure completion of the system improvements and repair work described above, and to work with the Cooperative to establish remaining steps and the timeline to complete the transfer of the System. Staff expects the transfer to be completed by the end of Fiscal Year 2022-23 depending on the completion of System repairs and improvements including the installation of the two metered connections for the Gutierrez property and completion of the reciprocal intertie between the San Jerardo System and the Foothill Estates Water System.
Through RFP #10355, MCSI was selected in July 2013 for their expertise and capabilities to provide services required by regulatory agencies for the System. Staff considers engaging a new operator at this point imprudent due to the impending System transfer.
Attachments B through I, provided for reference, include: Amendment Nos. 1 through 7 to the Agreement and Agreement A-12523.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller have reviewed and approved Amendment No. 8 as to form and fiscal provisions, respectively.
FINANCING:
Sufficient appropriations are available to fund Amendment No. 8. The FY 2021-22 Adopted Budget, Fund 157, Department 3200, Unit 8567, Appropriation Unit PFP050, Account 6613, includes $205,500 for services provided by MCSI. The Agreement amount for FY 2022-23 will be included in the requested budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Amendment No. 8 of this Agreement meets key objectives of the Health & Human Services and Infrastructure Board of Supervisors’ Strategic Initiatives by ensuring water system infrastructure and water quality is maintained. Clean water is critical to improving health and quality of life for County residents.
__ Economic Development
__ Administration
X Health & Human Services
X Infrastructure
Public Safety
Prepared by: Lynette Redman, Management Analyst III, (831) 796-6038
Dalia Mariscal-Martinez, Management Analyst III
Reviewed by: Tom Bonigut, PE, Assistant Director of Public Works, Facilities, & Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, & Parks
Attachments are on file with the Clerk of the Board :
Attachment A - Amendment No. 8 to Agreement
Attachment B - Amendment No. 7 to Agreement
Attachment C - Amendment No. 6 to Agreement
Attachment D - Amendment No. 5 to Agreement
Attachment E - Amendment No. 4 to Agreement
Attachment F - Amendment No. 3 to Agreement
Attachment G - Amendment No. 2 to Agreement
Attachment H - Amendment No. 1 to Agreement
Attachment I - Agreement
Attachment J - Summary of Agreement
Attachment K - Summary of Agreement Annual Expenditures and Balance