DATE: February 25, 2025
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
Steven E. White, Director, Department of Public Works and Planning
Sally Gomez, County Librarian
SUBJECT: First Amendment to Agreement with Fire System Solutions, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute the First Amendment to Agreement No. A-21-381 with Fire System Solutions, Inc. for backflow device inspection, testing, and repair services, increasing the maximum compensation by $300,000 to a total of $600,000, with no change to the potential five-year term of October 1, 2021, through September 30, 2026.
REPORT
There is no Net County Cost associated with the recommended action which will approve an amendment to the Agreement with Fire System Solutions, Inc. (Fire Systems) for backflow device inspection, testing, and repair services for the Internal Services Department - Facility Services Division (ISD-Facility Services), Public Works and Planning - Special Districts Division (PWP-Special Districts) and Parks Division (PWP-Parks), as well as Library locations throughout the County. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County would be without an effective way to maintain backflow devices, which would require staff to bid out all inspections, tests, and repairs individually.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action which will increase the maximum compensation by $300,000 to $600,000. Each Department will fund their respective backflow devices. Sufficient appropriations and estimated revenues are included in the ISD-Facility Services Org 8935, PWP-Special Districts Org 9140, PWP-Parks Org 7910, and Library Org 7511 FY 2024-25 Adopted Budgets and will be included in future Recommended Budget requests. As of January 10, 2025, there is one pending invoice totaling $141.
DISCUSSION:
On September 21, 2021, the Board approved the Agreement for backflow device inspection, testing, and repair services for the County. Backflow devices are preventative devices that are installed in pipelines to protect water from contamination and pollution by regulating the flow of water to only one direction. The California Department of Public Health requires a backflow prevention program to detect and prevent other water sources, or non-drinking water, from entering the public water system. Due to the public health implications, repairing, inspecting, and testing backflow devices requires special certification and licensure, which County staff do not possess. While these services are provided on an infrequent basis, staff will continue to monitor the usage and necessity of these services. Should there be a greater need in the future, staff will present their findings to the Board with a request to increase current staffing levels and to secure the necessary licensing and certifications for staff.
Due to the age of backflow systems across the County, there has been a recent increase in the number of system failures and repairs that require retesting to ensure proper operation. As a result, the maximum compensation is no longer sufficient to fund the departments’ needs. Approval of the recommended action will amend the Agreement with Fire Systems to increase the maximum compensation by $300,000 to $600,000, with no other change to the terms of the Agreement.
REFERENCE MATERIAL:
BAI #39, September 21, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - First Amendment to Agreement with Fire Systems
CAO ANALYST:
Amy Ryals