Title
a. Approve Amendment No. 3 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 increase the not to exceed amount of $300,000 by $300,000 for a total amount not to exceed $600,000 with no change in the agreement term; and
b. Approve Amendment No. 3 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 increase the not to exceed amount of $300,000 by $300,000 for a total amount not to exceed $600,000 with no change in the agreement term; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 3 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. 3 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 increase the not to exceed amount of $300,000 by $300,000 for a total amount not to exceed $600,000 with no change in the agreement term; and
b. Approve Amendment No. 3 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 increase the not to exceed amount of $300,000 by $300,000 for a total amount not to exceed $600,000 with no change in the agreement term; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 3 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A significant portion of County owned Road and Bridge Maintenance equipment is obsolete relative to mandated regulations (e.g., air emissions), aging and unreliable.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, which 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 and Parks (PWFP) needs to supplement its workforce and equipment with local contractors on an “as-needed basis”. The proposed Amendment No. 3 to each Standard Agreement (SA) will supplement staff positions and will not reduce existing staff work or positions.
The January 2023 atmospheric river storm events have increased the need for these on-call services and additional funds are needed to continue to provide responsive service to these weather driven demands. PWFP has 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. 3 to each SA will increase the not to exceed amount of $300,000 by $300,000 for a total amount not to exceed $600,000 with no change to the term of the agreement.
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. 3 to each Agreement as to form, and fiscal provisions, respectively.
FINANCING:
Sufficient appropriations are available in the FY 2022-23 Adopted Budget for Road and Bridge Maintenance, Road Fund 002, Appropriation Unit PFP004 to fund Amendment No. 3.
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: Shawn Atkins, Maintenance Manager (831) 755-4929
Janie Bettencourt, Management Analyst II
Reviewed by: Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
Attachments are on file with the Clerk of the Board:
Attachment A-Summary of Standard Agreements
Attachment B-Summary of Standard Agreements Annual Expenditures and Balance
Attachment C-Amendment No. 3 to SA with Granite Construction Company
Attachment D-Amendment No. 2 to SA with Granite Construction Company
Attachment E-Amendment No. 1 to SA with Granite Construction Company
Attachment F-SA with Granite Construction Company
Attachment G-Amendment No. 3 to SA with The Don Chapin Company, Inc.
Attachment H-Amendment No. 2 to SA with The Don Chapin Company, Inc.
Attachment I-Amendment No. 1 to SA with The Don Chapin Company, Inc.
Attachment J-SA with The Don Chapin Company, Inc.