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Agenda Item
ASR
Control 23-001147 |
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MEETING
DATE: |
03/12/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
OC
Public Works (Approved) |
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Department contact person(s): |
Tim
Gonsalves (714) 667-4923 |
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Dale
Vermillion (714) 667-4963 |
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Subject: Approve Contract for Fire
Extinguisher and Fire Hose Maintenance Services
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ceo CONCUR |
County Counsel Review |
Clerk of the Board |
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Concur |
Approved
Agreement to Form |
Discussion |
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3
Votes Board Majority |
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Budgeted: Yes |
Current Year
Cost: $106,742 |
Annual Cost: FY 2024-25 $351,000 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 12/7/2021 #22, 1/29/2019 #28 |
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RECOMMENDED
ACTION(S):
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1. |
Find that the project is categorically
exempt from CEQA, Class 1 (Existing Facilities) pursuant to CEQA Guidelines
Section 15301. |
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2. |
Authorize County Procurement Officer or
Deputized designee to execute a subordinate contract with Majestic Fire Inc
DBA Kord Fire Protection for Fire Extinguisher and Fire Hose Maintenance
Services for a three-year term, effective upon Board of Supervisors approval
or execution of all necessary signatures, whichever occurs later, in an
amount not to exceed $1,053,000, with the option to renew for one additional
two-year term. |
SUMMARY:
Approval of a contract for Fire
Extinguisher and Fire Hose Maintenance Services will allow OC Public Works to
remain in compliance with building, fire and safety codes, which require
inspections, repairs and replacements of fire suppression systems and will
support public and employee safety within County of Orange facilities.
BACKGROUND
INFORMATION:
OC Public Works provides Countywide
services, which include routine inspections, repairs and maintenance services
for existing County of Orange (County) fire extinguishers and hoses. Fire
Extinguisher and Fire Hose Maintenance Services (Services) are required to
maintain safety, government code or regulatory permitting requirements. To
continue efficient operation and management of County facilities, it is necessary
to retain contractors for Services to supplement staff and provide specialized
expertise.
Prior Board of Supervisors (Board) and
County Procurement Officer (CPO) actions related to aggregate contracts with
Omega Fire Inc. DBA as Kord Fire Protection and Majestic Fire Inc are
summarized in the table below.
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Board
Date |
Board
Action |
Amount |
Effective
Date |
End
Date |
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12/1/2018 |
CPO issued Regional Cooperative
Agreement (RCA) RCA-017-19010003 |
N/A |
12/1/2018 |
11/30/2023 |
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1/29/2019 |
Board approved subordinate Contract
MA-080-19010921 |
$511,500 |
2/1/2019 |
1/31/2022 |
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12/7/2021 |
Board approved amendments to renew
contracts |
$330,000 |
2/1/2022 |
11/30/2023 |
The previous contract renewals expired
co-terminus with their RCA in November 2023. In an effort to continue Services,
a new contract is necessary based on CPO’s new RCA-017-23010051 with Majestic
Fire Inc DBA Kord Fire Protection (Contractor) effective November 15, 2023,
through November 14, 2028.
OC Public Works is procuring these
Services in accordance with the 2021 Contract Policy Manual Section 3.3-102.
The Orange County Preference Policy is not applicable to subordinate contracts
based on an RCA.
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Previous
Request 2/1/2019 - 11/30/2023 |
Current
Request 3/12/2024 - 3/11/2027 |
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Contractors |
Total Requested Contract Amount over
five-year term |
Usage |
Contractor |
Requested Contract Amount |
Anticipated Usage |
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2 |
$841,500 |
$370,640 |
1 |
$1.053 million |
$1.053 million |
OC Public Works is recommending the Board
authorize the CPO or Deputized designee to execute Contract MA-080-23011282
(Contract) with the Contractor for Services, effective upon Board approval or
execution of all necessary signatures, whichever occurs later, in an amount not
to exceed $1.053 million, with the option to renew for one additional two-year
term upon Board approval. The current requested amount for a three-year term
exceeds the previous five-year Contract amount due to the newly added John
Wayne Airport (JWA), Fund 280, with an additional $525,000 added to the
Contract capacity.
The Contractor's license number was
verified as current and active through the Contractor's State License Board
database on January 23, 2024. A copy of the verification is on file. The
Contractor is based in Los Angeles County.
An analysis was conducted to determine the
benefit of contracting out versus providing Services in-house. Based on this
analysis, OC Public Works has determined that contracting for Services is
necessary as the department does not have the internal resources nor required
subject matter expertise to repair, refill and re-certify fire extinguishers.
These Services must be completed by trained fire protection personnel.
OC Public Works has conducted due
diligence on the Contractor. Reference checks were satisfactory and completed
with the City of West Hollywood, County of Los Angeles Internal Services
Department and The Getty Center regarding similar Services.
The Contract does not currently include
subcontractors or pass through to other providers. See Attachment B for the
Contract Summary Form.
Compliance
with CEQA:
The proposed project is Categorically Exempt (Class 1) from the provisions of
CEQA pursuant to CEQA Guidelines Section 15301 because it concerns the
maintenance and repair and replacement of existing fire extinguishers and fire
hoses with negligible or no expansion of existing use.
FINANCIAL
IMPACT:
Appropriations for the aggregate
Contract are included in the FY 2023-24 Budget for the following funds/budget
controls and will be included in the budgeting process for future years.
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Fund 280 |
JWA Operating
Fund |
50% |
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Budget Control
080 |
OC
Public Works |
28% |
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Fund 296 |
Fleet Services |
21% |
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Budget Control
034 |
OC Watershed |
1% |
The proposed Contract includes a
provision stating the Contract is subject to, and contingent upon, applicable
budgetary appropriations being approved by the Board for each fiscal year during
the term of this Contract. If such appropriations are not approved, this
Contract may be immediately terminated without penalty to the County.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A - Contract MA-080-23011282 with Majestic Fire Inc DBA Kord Fire Protection
Attachment B - Contract Summary Form
Attachment C - Regional Cooperative Agreement