Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  16-000912

 

MEETING DATE:

09/13/16

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Robert Beaver (714) 647-1815 

 

 

Matt Monzon (714) 935-8431

 

 

Subject:  Retroactive Approval of Amendment 10 to Irvine Pipe and Supply Agreement

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $12,100

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: No

    Current Fiscal Year Revenue: N/A

  Funding Source: State: 100% (Proposition 172)

County Audit in last 3 years: No

 

 

    Prior Board Action: 12/9/2014 #25

 

RECOMMENDED ACTION(S):

 

Approve and authorize the County Purchasing Agent or authorized Deputy to execute Amendment 10 to the Irvine Pipe & Supply Inc. contract, which expired on January 20, 2016, to retroactively increase the contract by $12,100 for a revised annual not to exceed contract amount of $440,100, for a cumulative contract total amount not to exceed $1,822,400 for plumbing supplies and miscellaneous hardware for the period of January 31, 2015 through January 30, 2016.

 

 

 

 

SUMMARY:

 

Approval of Amendment 10 to the Irvine Pipe & Supply Inc. contract will allow the Sheriff-Coroner to increase the contract amount by $12,100 to pay invoices for plumbing supplies and miscellaneous hardware for the period of January 31, 2015 through January 30, 2016 in support of the maintenance and repair of Sheriff-Coroner facilities.

 

 

 

BACKGROUND INFORMATION:

 

The Sheriff-Coroner Department (Sheriff), through its Research and Development Division, provides facility operations maintenance support for over 50 Sheriff buildings.  After a competitive bid process, a commodity contract with Irvine Pipe & Supply Inc. was negotiated to provide plumbing supplies and miscellaneous hardware.  This contract was amended nine times. The original contract and subsequent amendments were approved administratively based on the delegated authority granted by the Board of Supervisors (Board) as reflected in the County's Contract Policy Manual (CPM), Section 3.1.  The table below contains a summary of the original contract and subsequent amendments.

 

Contract/ Amendment

 

Contract Term

Contract

Amount

 

Comments

Contract

1/31/11 - 1/30/12

$203,000

 

Amendment One

1/31/11 - 1/30/12

$223,300

Increased the contract by $20,300

Amendment Two

1/31/11 - 1/30/12

$263,300

Increased the contract by $40,000

Amendment Three

1/31/11 - 1/30/12

$298,300

Increased the contract by $35,000

Amendment Four

1/31/12 - 1/30/13

$293,000

Renewed contract

Amendment Five

1/31/13 - 1/30/14

$303,000

Renewed contract and increased the contract by $10,000

Amendment Six

1/31/13 - 1/30/14

$338,000

Increased the contract by $35,000

Amendment Seven

1/31/14 - 1/30/15

$338,000

Renewed contract

Amendment Eight

1/31/14 - 1/30/15

$428,000

Increased the contract by $90,000

Amendment Nine

1/31/15 - 1/30/16

$453,000

Renewed contract and increased the contract by $25,000

 

With the increased cost in materials (i.e. copper) and vital equipment and components reaching the end of their service life within the various Sheriff buildings, the contract experienced high usage beyond what was anticipated and accommodated for throughout the previous renewal periods.  During the contract period of January 31, 2014 through January 30, 2015, an inordinate number of plumbing issues also occurred.  As a result, the Sheriff submitted Amendment Eight to increase the contract amount.  On, December 9, 2014, the Board approved Amendment Eight to the Irvine Pipe & Supply Inc. contract to augment the contract by $90,000 for a revised not to exceed amount of $428,000 for the 2014-15 term of the contract, and also renew the contract for the final term of January 31, 2015 through January 30, 2016 at the same increased not to exceed amount of $428,000.  The age of the facilities and the contract utilization over the last three years necessitated the increases to provide plumbing supplies and miscellaneous hardware to maintain Sheriff Operations.  This vendor has performed satisfactorily.

 

The contract expired on January 30, 2016.  Irvine Pipe & Supply Inc. was not awarded the contract for the new solicitation for the provision of plumbing supplies and miscellaneous hardware.  Three invoices totaling $12,100 were received after the contract ended for supplies and materials ordered and delivered during the last contract period, which resulted in a cost overrun.  The Sheriff requests Board approval of Amendment 10 to make a retroactive payment of $12,100 to Irvine Pipe & Supply Inc. for providing plumbing supplies and miscellaneous hardware.  The Sheriff will monitor contract expenditures more closely in the future to avoid cost overruns, and will continue to encourage vendors to invoice timely.  This contract does not include subcontractors or pass through to other providers.  See Attachment C for Contract Summary.

 

 

 

FINANCIAL IMPACT:

 

Appropriations and revenue for this Amendment are included in the Sheriff-Coroner's FY 2016-17 Adopted Budget for Budget Control 060.  This agreement contains language allowing the Sheriff-Coroner Department to terminate the contract 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 agreement.

 

 

 

STAFFING IMPACT:

 

N/A

 

ATTACHMENT(S):

 

Attachment A - Amendment 10 to MA-060-11011697
Attachment B - Redline Version of Amendment
Attachment C - Contract Summary Form