DATE: July 9, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Second Amendment to Agreement with JSG Consultants, LLC
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Second Amendment with JSG Consultants, LLC, dba JSG Elevator Consultants, LLC, to amend, restate, replace, and supersede existing and previously amended Purchasing Agreement No. P-19-158-Q for elevator consultant services, effective upon execution, extending the maximum term by two years from March 31, 2022 to March 31, 2024, and increasing the maximum by $200,000, to a total of $299,000.
REPORT
Approval of the recommended action will allow the Internal Services Department - Facility Services Division (ISD Facility Services) to fulfill an increased need for elevator consultant services for properties owned by the County. The recommended increased agreement compensation value is due to an increased scope of services, which includes surveying additional County-owned facilities, reviewing agreements, preparing bid specifications, providing contract assistance and installation site reviews, and documenting current vendor’s workmanship. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, ISD Facility Services may be unable to procure elevator consultant services for properties owned by the County.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. All costs associated with these services are recovered through charges to user departments. Sufficient appropriations and estimated revenues are included in the Department’s Facility Services Org 8935 FY 2019-20 Recommended Budget and will be included in future budget requests.
DISCUSSION:
On March 29, 2019, the ISD Purchasing Division executed Purchasing Agreement No. P-19-158-Q with JSG Consultants, LLC for a potential 3-year term, and a total maximum value of $80,000. The initial term was for a 1-year term, with the option for 2 additional 1-year extensions. The Purchasing Agreement included a due diligence investigation for elevators across 4 County-owned buildings (the Plaza Building, Hall or Records, and the Main and North Annex Jails). The scope of services included, but were not limited to, the examination of the conveyance systems, review of maintenance records, checking for code compliance, and providing a report of issues identified and recommendations on repairs and upgrades.
On June 6, 2019, the ISD Purchasing Division executed the First Amendment to Purchasing Agreement No. P-19-158-Q to increase the total maximum value by $19,000, for a potential 3-year compensation value of $99,000 for elevator consultant services at the new Recorder building.
Staff is now recommending that the current Purchasing Agreement, as previously amended, be replaced and superseded by a new Board agreement, which amends and restates the terms of the existing and previously amended Purchasing Agreement. Staff requests this change as the agreement is expected to exceed the Purchasing Manager’s authority of $100,000 in service costs. The recommended increased agreement compensation value is due to an increased scope of services, which includes surveying additional County-owned facilities, reviewing agreements, preparing bid specifications, providing contract assistance and installation site reviews, and documenting workmanship.
With the Purchasing Division’s assistance, ISD Facility Services sought quotations from qualified contractors. Contractors who were active members of the International Association of Elevator Consultants (IAEC) were contacted. Out of the seven (7) consultants contacted, county staff received four (4) responses. A selection committee, which consisted of four (4) ISD staff, reviewed each vendor’s response, and ultimately recommended JSG Elevator Consultants, LLC to Purchasing for award. They were awarded based on their demonstration of being able to provide a comprehensive and detailed scope of work, and their ability to provide the services timely.
Approval of the recommended action will increase the total value by $200,000 to $299,000, and will increase the potential 3-year term to a potential 5-year term, to fulfill an increased need for elevator consultant services for other properties owned by the County.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Second Amendment
On file with Clerk - First Amendment to Purchasing Agreement No. P-19-158-Q
On file with Clerk - Purchasing Agreement No. P-19-158-Q
CAO ANALYST:
Yussel Zalapa