DATE: October 19, 2021
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
Robert W. Bash, Director/Chief Information Officer
Internal Services Department
SUBJECT: Master Agreement for Pump and Motor Repairs and Services
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a Master Agreement for on-site and in-shop pump and electrical motor repair, service, parts, and supplies, effective November 1, 2021, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $3,000,000.
2. Authorize the Director of Public Works and Planning or his or her designee, and the Director of Internal Services/Chief Information Officer or his or her designee to add additional contractors to this Agreement as they are identified who will agree and be bound by the terms and conditions of the Master Agreement without affecting the remainder of this Agreement.
REPORT
Approval of the first recommended action will provide on-site and in-shop pump and electrical motor repair, service, parts, and supplies for water systems, wastewater systems, disposal sites, and other countywide operated facilities. Approval of the second recommended action will allow the Director of Public Works and Planning to execute amendments for the sole purpose of adding additional qualified contractors to the Master Agreement without affecting the remainder of the Agreement. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may provide direction to enter into individual agreements with contractors, instead of a master agreement. Your Board may provide direction to re-bid the above referenced repair, services, parts, and supplies. However, this will incur additional staff costs from Purchasing and the Department of Public Works and Planning (PW&P) of up to $5,000 and will leave PW&P with a lapse in service. The additional costs would be charged directly to each benefiting Organization.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions for costs charged to Special Districts and Disposal Sites. Sufficient appropriations are included in the various FY 2021-22 Adopted Budgets and will be provided in subsequent requested budgets for Waterworks Districts, County Service Areas, and Disposal Sites. 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. Departments must have sufficient allocations and appropriations to cover the cost of work requested before work is initiated. If additional appropriations are required, staff will return to your Board for approval. The recommended Master Agreement will have a spending limit of $1,800,000 over a three-year term, and if extended for two one-year periods, $3,000,000.
DISCUSSION:
The PW&P Resources Division (Resources), through its Special Districts Section, provides for the operations and maintenance of 26 water systems and 15 wastewater treatment facilities, and through its Landfill Operations Section, provides operations and maintenance of disposal sites. The locations of water, wastewater and disposal site facilities range from as far West as El Porvenir located near Interstate 5, to Tamarack located near Huntington Lake at the 7,300-foot elevation in the Sierras, approximately 135 miles apart by road travel. Exhibit A provides a map showing the locations of the Special Districts with water and or wastewater systems, the American Avenue Disposal Site, and the Southeast Regional Disposal Site. The Facility Services Division (Facility Services) of the Internal Services Department provides for the operations and maintenance of various types of pumping systems in facilities located throughout the County. These systems include but are not limited to, Domestic Lift Pumping Systems, Steam Make-Up and Condensate Systems, Hot and Chilled HVAC Water Systems, Variable Frequency Drive Loop Systems, etc.
On June 29, 2021, Resources, in coordination with the Facility Services issued a Request for Quotation (RFQ) through the Purchasing Division for pump and electric motor services and repair. Responding contractors were requested to provide rates for such things as on-site and in-shop hourly labor, pump rigs and service trucks, travel time and pick-up and delivery of equipment. They were also asked to provide the amount of discount from the list price they could offer on parts and the types of equipment they stock or can order with the lead times. Due to the diversity of needs in both Resources and Facility Services, RFQ services were divided into two groups; Group I represented the needs of Resources and Group II represented the needs of Facility Services. Group I for on-site repairs was further divided into Valley, Mountain, Western County District Facilities and Disposal Sites. The water and wastewater systems and disposal sites in each facility area/category were identified in the RFQ.
Three contractors, DXP Enterprises Inc., Shaver Lake Construction, and Zim Industries, Inc. (Bidders), responded to the RFQ prior to the deadline of 2:00 p.m., on July 28, 2021. The Bidders are all included in the Master Agreement.
Due to the diversity of equipment and situations throughout the County, Resources and Facility Services staff will use their knowledge and experience of each facility and of each contractor when placing services requests for both on-site and in-shop work. The availability of the contractor to respond quickly to emergency situations when contacted will also be considered. Included on Exhibit B are the quotes provided by all contractors. All responses were evaluated by Resources and Facility Services staff based on the type of services provided and were deemed to meet the requirements outlined in the RFQ.
The first recommended action approves and authorizes award of the Master Agreement for a three-year term with the spending limit over that period of $1,800,000. The term may be extended for two one-year periods, each at an additional $600,000, for a potential total limit of $3,000,000. All work will be authorized by County staff prior to commencement of services by the contractor and payment to contractors will be based entirely on County authorized work at quoted prices in the RFQ. The second recommended action delegates authority to the Director of Public Works and Planning and the Director of Internal Services/Chief Information Officer to add additional vendors to this Agreement to maximize flexibility of the Agreement and to ensure that the County has adequate vendors to always provide on-site and in-shop service and repairs. Any other modifications outside the scope of adding contractors to the Agreement would return to your Board for approval.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Exhibit A-B
On file with the Clerk - Master Agreement (Pump and Motor Repairs and Services)
CAO ANALYST:
Ron Alexander