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Agenda Item
ASR
Control 12-001402 |
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MEETING DATE: |
10/23/12 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
3 |
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SUBMITTING
Agency/Department: |
Social Services Agency (Approved) |
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Department contact
person(s): |
Carol Wiseman (714)541-7776 |
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Liz Harris-Leenen (714)541-7795 |
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Subject:
Emergency Contract with OP
Almaraz dba Allied Restoration Services Inc.
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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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4/5 Vote |
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Budgeted: Yes |
Current Year Cost:
$182,186.05 |
Annual Cost:
N/A |
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Staffing Impact: No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A |
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Funding Source: GF: 12%, Fed:
50%, State: 38% |
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
By four-fifths vote:
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1. |
Find, based on information set forth in this Agenda Staff Report, that this emergency did not permit a delay resulting from a competitive solicitation for bids and that this action was necessary to respond to the emergency. |
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2. |
Ratify Agreement No. PO-063-13010834 with OP Almaraz dba Allied Restoration Services Inc. for emergency sanitation clean-up at 800/840 N. Eckhoff, commencing September 1, 2012 through September 3, 2012, in an amount not to exceed $182,186.05, pursuant to Public Contract Code Section 22050 to avoid disruption of providing client services at these facilities. |
SUMMARY:
Ratification of the emergency agreement with OP Almaraz dba Allied Restoration Services Inc. supports the emergency sanitation cleanup for the entire first floors of 800 and 840 N. Eckhoff Street, Orange to avoid disruption of providing client services at these locations.
BACKGROUND INFORMATION:
To maintain a safe and healthy environment for County employees and the public, the Social Services Agency (SSA) has contracts in place for ongoing pest and rodent control, eradication, and maintenance services at its facilities located at 800 and 840 N. Eckhoff St. in Orange.
The Orange County Vector Control District provides local guidance, assistance and instructions in controlling and managing these vectors. When detected, special care must be exercised by trained providers in handling rodents and their excrement. The Centers for Disease Control and Prevention provides the following instructions:
Take precautions before and during clean-up of rodent-infested areas. Before cleaning, trap the rodents and seal up any entryways to ensure that no rodents can get in. Continue trapping for a week. If no rodents are captured, the active infestation has been eliminated and enough time has passed so that any infectious virus in the rodent’s urine/droppings or nesting material is no longer infectious.
SSA facility staff regularly inspects and, as needed, replaces ceiling tiles on all floors of 800 and 840 N. Eckhoff St. facilities. This routine work was being done in late July when possible rodent droppings were discovered on top of ceiling tiles in two interview rooms at 800 N. Eckhoff St. During this period, damaged tiles on all floors were replaced, absent findings of further rodent activity. To minimize potential risk of any exposure, the two rooms were closed (and remained closed until full remediation) pending the dispatch and inspection of the pest control provider. Upon inspection, the pest control company could not determine the presence of rodents or how recent the droppings were in and around the two rooms. Some clean-up was completed, and additional sticky traps were placed by the pest control company in the plenum (area between the drop ceiling and structural ceiling) in and around the areas. The traps remained for a period of time determined by the pest control company and, upon the subsequent re-inspection of the traps, no rats were found and no new rodent excrement was detected.
Nevertheless, the unhygienic nature and perceived health risks associated with the rodent excrement prompted the Agency to take additional steps to further inspect and hygienically treat a larger area of the plenum in and around the identified rooms. Assessment of the plenum area around the property storage room located at the north end of the 840 N. Eckhoff building was also to be done as a precaution as that area is vulnerable to rodent habitation because it has a frequently used exterior roll-up door near planters.
The pest control company provided an estimate that included inspection of these areas at nominal cost, but did not include cleaning and or abatement if warranted. In addition, the provider lacked the capacity to provide the necessary personnel and equipment to do the job completely and after regular business hours (such as a weekend) to minimize service disruption and inconvenience to staff and clients. In order to procure the full range of services from a company with the capacity to perform this service, additional time was necessary to locate a company that could inspect and immediately remedy any problems if found. OP Almaraz dba Allied Restoration Services Inc., a vendor on the County's vendor insurance list, performed a job walk on August 30, 2012, in order to develop a cost estimate.
On August 31, sprinklers on the premises malfunctioned resulting in flooding that required emergency mitigation. OP Almaraz dba Allied Restoration Services was dispatched that morning to remediate the flood damage. Since a vendor with the capacity to do the inspection and sanitation job, OP Almaraz dba Allied Restoration Services, was onsite at the facility which was to be inspected and sanitized for rodent excrement, had performed a recent job walk, and to avoid service disruption by having the work done over a long weekend when staff and clients are not at the facilities, it was determined that the delays necessary to follow the normal bidding process would result in further concerns over perceived health risks. Therefore, the emergency inspection and sanitation work was completed by OP Almaraz dba Allied Restoration Services Inc. over the Labor Day weekend of September 1-3, 2012.
During this period, every ceiling tile on the first floors of both the 800 and 840 N. Eckhoff Street facilities was opened, inspected and sanitized. Where rodent droppings were found, the areas were remediated by: HEPA vacuuming the debris; removing and disposing of ceiling tiles; replacing discarded ceiling tiles with new tiles; spraying ceiling cavities with disinfectant; and cleaning of all offices including wipe-down with antimicrobial solution on all surfaces, dusting, vacuuming, and carpet cleaning. As a result of these efforts, all rodent excrement was removed and remediated with no rodent excrement material remaining that would prevent or limit habitation of the impacted areas.
On September 14, 2012, Ms. Laura Krueger, MPH (Assistant Vector Ecologist) with the Orange County Vector Control District reviewed the cleaning/sanitation methods used by OP Almazar dba Allied Restoration Services Inc., and indicated that the process followed appeared to be sufficient for cleanup/sterilization of an area where rodents were present. As a further follow-up requested by SSA, Orange County Vector Control District staff inspected the 800 and 840 N. Eckhoff St. buildings on September 24, 2012 to assess if any further actions were warranted. At the time of their inspection, no rodents were observed and an active roof rat infestation was not found. The Vector Control District did provide some standard rodent proofing recommendations which the Agency immediately took action to initiate implementation of.
Funding for this project is available in SSA's FY 2012-13 budget. The Contractor acknowledges funding or portions of funding for this Agreement may be contingent upon State and Federal budget approval; receipt of funds from, and/or obligation of funds by State of California or the Federal government to the County; and inclusion of sufficient funding for the services hereunder in the budget approval by the County’s Board of Supervisors for the term of this Agreement. If such approval, funding or appropriations are not forthcoming, or are otherwise limited, the County may immediately terminate or modify this Agreement without penalty. This Agreement is a critical service need and ratification is recommended.
FINANCIAL IMPACT:
This agreement is funded by 12% County, 38% State, and 50% Federal funds. The Federal and State dollars are comprised of all qualified SSA program funding allocations based on its generic supporting function.
FY 2012-13 $182,186.05
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Agreement No. PO-063-13010834 with OP Almaraz dba Allied Restoration Services Inc.