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Agenda Item
ASR
Control 24-000440 |
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MEETING
DATE: |
06/25/24 |
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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: |
Sheriff-Coroner (Approved) |
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Department contact person(s): |
Brian
Wayt (714) 647-1803 |
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Dave
O'Connell (714) 935-6844 |
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Subject: Approve
Orange County Pumping Inc. Contract
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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: $8,109 |
Annual
Cost: FY 2024-25 $414,692 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 4/11/2023 #13, 4/26/2022 #11,
3/23/2021 #2, 6/4/2019 #2 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Orange County
Pumping Inc. contract for septic tank pumping, cleaning and maintenance
services, effective upon Board of Supervisors approval for a three-year term
through June 24, 2027, in an amount not to exceed $1,268,403, renewable for two
additional two-year terms.
SUMMARY:
Approval of Orange
County Pumping Inc. contract will allow the Sheriff-Coroner Department to
contract for septic tank cleaning services.
BACKGROUND
INFORMATION:
The contract with
Orange County Pumping Inc. (OC Pumping) provides for periodic pumping, cleaning
and maintenance of septic tanks, grease interceptors and clarifiers at various
Sheriff-Coroner Department (Sheriff) facilities. This work is part of usual and
recurring maintenance of the septic tank at the Loma Ridge Emergency Operations
Center, grease interceptors at the jail facilities and clarifiers at the
Coroner Building, Technology Building, and Training Academy.
Following a
competitive bid process in 2019, a contract with OC Pumping was approved by the
Board of Supervisors (Board) on June 4, 2019.
The following
table details the recent contract history with OC Pumping:
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Board Approved |
Amendment Number or Contract |
Contract Term |
Contract Amount |
Comments |
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6/4/19 |
New
Contract |
6/4/19
- 6/3/21 |
$592,998 |
New contract
MA-060-19011518 for a two-year term. Service over $100,000 per 2018 Contract
Policy Manual section 3.3. |
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N/A |
One |
6/4/19
- 6/3/21 |
N/A |
Amended
Compensation and Pricing Provisions to contract MA-060-19011518 through the
Administrative Process. |
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3/23/21
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Two |
6/4/21
- 6/3/22 |
$296,499 |
Amendment Number
Two to renew contract MA-060-19011518 was approved by the Board pursuant to
County's 2019 Contract Policy Manual section 3.3. |
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4/26/22 |
Three |
6/4/22
– 6/3/23 |
$296,499 |
Amendment Number
Three to renew contract MA-060-19011518 was approved by the Board pursuant to
County's 2021 Contract Policy Manual section 3.3. |
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4/11/23 |
Four |
6/4/23
- 6/3/24 |
$296,499 |
Amendment Number
Four to renew contract MA-060-19011518 was approved by the Board pursuant to
County's 2021 Contract Policy Manual section 3.3. |
After another
competitive bid process in 2024, a new contract was established with OC
Pumping. The bid was released on February 20, 2024. Sheriff staff conducted a job
walk on March 26, 2024, and the bid solicitation closed April 2, 2024.
Sheriff now requests Board approval of the
OC Pumping contract, for a three-year term effective upon Board approval
through June 24, 2027, in the not to exceed amount of $1,268,403, as noted in
the Recommended Action. Should the need arise, Sheriff will issue a Purchase
Order not exceeding Board limits to cover services during the lapse in the
contract term. The Orange County Preference Policy is not applicable to this
contract award. This
contract does not currently include subcontractors or pass through to other
providers. See Attachment C for the
Contract Summary Form.
This contract is submitted for Board
approval less than 30 days prior to the start of the contract. The delay was
due to a comprehensive review process that took longer than anticipated, as
Sheriff wanted to ensure that every detail was in full alignment and bidders
were acquainted with the project site and conditions under which the work would
be conducted.
Sheriff has verified that there are no
concerns that must be addressed with respect to contractor's ownership/name,
litigation status or conflicts with County of Orange (County) interests.
Contractor performance has been confirmed as at least satisfactory. The Orange
County District Attorney, Environmental Protection Unit investigated OC Pumping
for violations in 2016 and reached a settlement that was entered as a Final
Judgement in 2019. The violations did not involve any County agencies or
contracts.
FINANCIAL IMPACT:
Appropriations for
this contract are included in the Sheriff-Coroner's FY 2023-24 Budget for
Budget Control 060 and will be included in the budgeting process for future
fiscal years. This contract contains language allowing the Sheriff-Coroner
Department to terminate the contract with 30 days written notice or reduce the
level of services without penalty with cause or without cause in the event that
funding is reduced and/or not available to continue funding the contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract
MA-060-24010895
Attachment B - Redline of Previous Amendment
Attachment C - Contract Summary Form