DATE: October 31, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Execute an Agreement with Mark Herrold, Sole Proprietor, for Snow Removal Services in the County Service Area 1 - Tamarack
RECOMMENDED ACTION(S):
TITLE
Approve and authorize Chairman to execute Agreement with Mark Herrold, Sole Proprietor, for snow removal services at County Service Area 1 Zone S - Tamarack roads and the access way to the County Service Area 1 Wastewater Treatment Plant, effective November 1, 2017, not to exceed five consecutive years, including a three-year base term and two optional one-year extensions, total not to exceed $218,934.
REPORT
Approval of the recommended action will provide for snow removal services in County Service Area 1 -Tamarack (CSA 1) through Mark Herrold, Sole Proprietor. The proposed Agreement with Mark Herrold will take effect November 1, 2017, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions by written notice to the contractor by the Director of Public Works and Planning or his or her designee.
ALTERNATIVE ACTION(S):
Not approving the recommended action would require staff to rebid the requested services and result in additional administrative cost to the affected CSA. There is also no guarantee that there would be any additional bidders.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. Sufficient appropriations are included in the FY 2017-18 CSA 1 Org 9141 Adopted Budget and will be requested in subsequent fiscal years. CSA activities are funded by annual assessments and interest earned on cash reserves.
DISCUSSION:
Request for Quotation (RFQ) no. 17-071 was issued by the Purchasing Division of Fresno County on April 13, 2017 for snow removal services on roads in CSA 1 - Tamarack. No responses to the RFQ were received by the May 11, 2017 closing deadline.
At the direction of the Purchasing Division, staff reached out to Mark Herrold, the current contractor providing snow removal services in the area, for a bid, which subsequently resulted in the recommended action before your Board today.
Snow removal is divided into two periods. The snow removal period, November 1st through April 30th, requires continuous snow removal 24 hours a day, seven days a week, as well as street sweeping at the end of the season. The Contractor will be compensated one hundred percent (100%) of their bid, paid in five equal monthly installments.
The out-of-season period, May 1st through October 31st, will be on an as-needed basis at the discretion of the Director of Public Works and Planning or his or her designee. The maximum amount of compensation for the out-of-season period is 20% of the bid amount for an average year, billed at $200/hour. The maximum compensation amounts can be found in Exhibit C.
The term of the Agreement is for three years, however, the Agreement may be extended for up to an additional two one-year periods by mutual agreement between the County and the Contractor and by written notification. This action must be completed prior to June 30th of each year. If the Agreement is extended to 2021, the Contractor’s quotes for all compensation amounts will be adjusted based on the percentage change from 2017 to 2020 in the Consumer Price Index (CPI) “All Urban Consumers for San Francisco-Oakland-San Jose, CA, Standard Metropolitan Statistical Area” up to nine percent. If the Agreement is extended to 2022, the quotes will be adjusted up to three percent based on the CPI. Exhibit C provides information on maximum compensation amounts, including the CPI increases.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Exhibit A-C
On file with Clerk - Agreement with Mark Herrold
CAO ANALYST:
John Hays