DATE: March 3, 2026
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Retroactive Amendment No. 4 to Master Agreement for Pump and Electric Motor Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute retroactive Amendment No. 4 to Master Agreement No. 21-431 with Shaver Lake Construction, DXP Enterprises, Inc., Gleim-Crown Pump, Inc., Bogie’s Pump Systems, and Cornerstone Environmental Contractors, Inc. for pump and electrical motor service and repair services, effective August 1, 2025, with no change to the original term of November 1, 2021, through October 31, 2026, amending annual contract limits, with no change to the compensation maximum of $3,000,000.
REPORT
Approval of the recommended action will amend the annual maximum compensation of Master Agreement No. 21-431 to provide pump and electrical motor service and repair services for Department of Public Works and Planning’s Special Districts, Disposal Sites, and Parks, and Department of General Services - Facility Services from $600,000 to $700,000 for the final year and eliminate the annual ceiling for previous years without changing the maximum contract limit. This item is countywide.
ALTERNATIVE ACTION(S):
If your Board does not approve the recommended action, the County will be unable to compensate Shaver Lake Construction, DXP Enterprises, Inc., Gleim-Crown Pump, Inc., Bogie’s Pump Systems, and Cornerstone Environmental Contractors, Inc. (Contractors) for unexpected increases in service demands.
RETROACTIVE AGREEMENT:
The recommended amendment is retroactive to August 1, 2025 to authorize payment for four invoices between August 12, 2025 and November 3, 2025 for Year 4, totaling $13,124.60. In FY 2024-25, Special Districts experienced an unanticipated increase in water and sewer line repairs, failures, pump and motor breakdowns, and the ripping and rehabilitation of wastewater treatment ponds compared to previous years. The increase in unexpected repairs resulted in the Department of Public Works and Planning exceeding its annual contract spending limit of $600,000 by $13,124.60 for Year 4. The proposed amendment No. 4 would remove the annual spending ceiling for previous years while amending the maximum contract limit for the final year from $600,000 to $700,000.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. Sufficient appropriations to cover the outstanding invoices with the related finance charges are included in the various Department of Public Works and Planning FY 2025-26 Adopted Budgets and will be included in subsequent budget requests. Funding for use of the Contractors for countywide facilities will come from Facility Services Org 8935 and charged to the County departments utilizing the services.
DISCUSSION:
On October 19, 2021, the Board approved Master Agreement for pump and electric motor repair services and authorized the Director of Public Works and Planning and the Director of General Services to add additional Contractors to the agreement without affecting the remainder of the agreement. Since the approval of original agreement, there has been a total of three additional amendments executed to add additional Contractors to the contractor pool to ensure adequate coverage. The additional amendments did not alter the total contract amount. Over the initial four years of the agreement, Special Districts, along with two additional programs from Public Works and Planning, Disposal Sites, and Parks, incurred a total cost of $2,121,221.83. Facility Services expended $5,765.99 over four years and the combined four-year contract costs across all users total $2,126,987.82.
In FY 2024-25 (Year 4), Special Districts experienced an unanticipated increase in water and sewer line repairs, failures, pump and motor breakdowns, and the ripping and rehabilitation of wastewater treatment ponds compared to previous years. The increase in unexpected repairs resulted in the Department of Public Works and Planning exceeding its annual contract spending limit of $600,000 by $13,124.60. To resolve this, the proposed amendment No. 4 would remove the annual spending ceiling for previous years while amending the maximum contract limit for the final year from $600,000 to $700,000. This adjustment allows the County to pay for unexpected services from previous years and potential unexpected services over the final contract year without increasing the overall contract maximum. These changes will help ensure timely payments and accommodate unforeseen costs across all participating divisions.
REFERENCE MATERIAL:
BAI #35, October 19, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment No. 4 to Master Agreement for Pump and Electric Motor Services
CAO ANALYST:
Maria Valencia