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Agenda Item
ASR
Control 21-000125 |
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MEETING DATE: |
04/13/21 |
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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 Corbett (714) 667-8892 |
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Jennifer Carroll (714) 667-4942 |
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Subject: Approve Job Order Contracts
for HVAC, Demolition and Flooring Services
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ceo CONCUR |
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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:
$3,463,014 |
Annual Cost:
FY 2021-22 $12,536,986 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 9/15/2020
#15, 3/24/2020 #34, 2/25/2020 #9, 6/29/2010 #21 |
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RECOMMENDED ACTION(S):
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1. |
Approve Job Order Contracts for Heating, Ventilation and Air Conditioning Services effective April 13, 2021, through April 12, 2022, in an amount not to exceed $3,000,000 each, for a total amount of $12,000,000, as follows: |
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a. |
Prime ENC, Inc. |
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b. |
Thomasville Construction, Inc. |
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c. |
Applied Air Conditioning, Inc. |
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d. |
ACCO Engineered Systems, Inc. |
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2. |
Approve Job Order Contracts for Demolition Services effective April 13, 2021, through April 12, 2022, in an amount not to exceed $1,000,000 each, for a total amount of $2,000,000, as follows: |
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a. |
PG&J Environmental, Inc. |
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b. |
Danny Ryan Precision Contracting, Inc. |
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3. |
Approve Job Order Contracts for Flooring Services effective April 13, 2021, through April 12, 2022, in an amount not to exceed $1,000,000 each, for a total amount of $2,000,000, as follows: |
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a. |
KYA Services, LLC |
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b. |
JJJ Floor Covering, Inc. |
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4. |
Authorize the Director of OC Public Works or designee to execute the Job Order Contracts when the required bonds and certificates of insurance have been submitted and approved by County Executive Office Risk Management and County Counsel. |
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5. |
Authorize return of bid guarantees to all bidders upon execution of the contracts. |
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SUMMARY:
Approval of the Job Order Contracts for Heating, Ventilation and Air Conditioning Services, Demolition Services and Flooring Services will expedite the completion of County of Orange repair, rehabilitation and maintenance projects and improve public safety and customer service.
BACKGROUND INFORMATION:
On June 29, 2010, the Board of Supervisors (Board) approved the establishment of a Job Order Contract (JOC) program to expedite completion of repair and rehabilitation projects involving existing County of Orange (County) facilities and structures. The JOC program includes a competitive public works bidding process based on a price adjustment factor that is multiplied by the unit prices of materials, equipment and labor established by the County consultant, The Gordian Group, Inc., and approved by the Board as part of the bid documents.
The purpose of the JOC program is to expedite services, as defined by the Contractors State License Board (CSLB), for maintenance and repair work involving health, safety and mandated projects. These efforts include major and minor repairs and replacements as requested by County departments. OC Public Works utilizes JOCs to provide services to multiple agencies on an as-needed basis. The work is assigned to whichever contractor is available and, depending upon the request, work can be assigned to multiple contractors at the same time.
The current JOCs for Heating, Ventilation and Air Conditioning (HVAC) Services were approved by the Board on March 24, 2020, and expired on April 11, 2021. Five JOCs for HVAC Services were approved in an amount not to exceed $4.9 million each, for a cumulative total amount not to exceed $24.5 million. In order to maintain the HVAC Services, a new slate of JOCs is necessary.
The current JOC for Demolition Services was approved by the Board on February 25, 2020, and expired on April 11, 2021. One JOC for Demolition Services was approved in an amount not to exceed $4.9 million. In order to maintain the Demolition Services, a new slate of JOCs is necessary.
The current JOCs for Flooring Services were approved by the Board on September 15, 2020, and will expire on July 14, 2021. Two JOCs for Flooring Services were approved in an amount not to exceed $4.9 million each for a cumulative total amount not to exceed $9.8 million. In order to maintain the Flooring Services, a new slate of JOCs is necessary.
On December 10, 2020, the Director of OC Public Works approved bid documents for use with the JOC program for HVAC, Demolition and Flooring Services and authorized the advertisement for bids. The bid documents were advertised in several industry publications and on the County online bid system. Contractors were required to submit a pre-qualification questionnaire and pre-qualify to submit a proposal for these services. The Bid Summaries are included as Attachments J, K and L.
The JOC Program functions as an extension of the available workforce to maintain and repair County assets without incurring the full-time burden of employing individual companies and personnel. The JOC contractors are not guaranteed or assured work, but respond to the needs of the County on an On-Call basis. Depending on their current workload, these contractors have limited crews that may or may not be available to respond to the County’s needs. Therefore, it is prudent to have more than one On-Call contractor available should other contractors on the list lack the capacity to respond. Task Orders for the physical work for JOC contracts are generated as a result of various events. The following events are examples that could potentially generate Task Orders for JOC contracts:
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a. |
Unplanned emergency repair or replacement necessitated by a failure of existing equipment and/or physical failure of a building component. |
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b. |
Planned maintenance and/or repair/replacement of existing structure component or equipment. |
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c. |
Unforeseen events (burst pipes, earthquake, fire, flooding, pandemic, etc.) that necessitate repair/replacement/rehabilitation of a County asset. |
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d. |
Planned or unplanned usage of County JOC contract by one of the County Agencies/Departments to solve operational issues in a County owned asset/building. |
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Previous
HVAC Services Request April 12, 2020 – April 11, 2021 |
Current HVAC
Services Request April 13, 2021 – April 12, 2022 |
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Contractors |
Requested Contract Amounts |
Usage as of February 23, 2021 |
Contractors |
Requested Contract Amounts* |
Anticipated Usage |
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5 |
$24.5 million |
$2.45 million |
4 |
$12 million |
$6.28 million |
* Requested amount is higher than anticipated usage as reserve capacity is required to respond to requests for unplanned Task Orders.
OC Public Works is recommending Board approval of the JOCs for HVAC Services effective April 13, 2021, through April 12, 2022. The cumulative maximum for the four contracts will not exceed a total of $12 million over their respective one-year term.
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Contractors |
Contracts |
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Prime ENC, Inc. |
MA-080-21011061 |
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Thomasville Construction, Inc. |
MA-080-21011063 |
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Applied Air Conditioning, Inc. |
MA-080-21011090 |
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ACCO Engineered Systems, Inc. |
MA-080-21011062 |
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Previous
Demolition Services Request April 12, 2020 – April 11, 2021 |
Current
Demolition Services Request April 13, 2021 – April 12, 2022 |
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Contractors |
Requested Contract Amounts |
Usage as of February 23, 2021 |
Contractors |
Requested Contract Amounts* |
Anticipated Usage |
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1 |
$4.9 million |
$107,704 |
2 |
$2 million |
$2 million |
* Requested amount is higher than the previous year's usage as reserve capacity is required to respond to requests for unplanned Task Orders.
OC Public Works is recommending Board approval of the JOCs for Demolition Services effective April 13, 2021, through April 1, 2022. The cumulative maximum for the two contracts will not exceed a total of $2 million over their respective one-year term.
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Contractors |
Contracts |
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PG&J Environmental, Inc. |
MA-080-21011059 |
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Danny Ryan Precision Contracting, Inc. |
MA-080-21011060 |
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Previous
Flooring Services Request September 15, 2020 – July 14, 2021 |
Current
Flooring Services Request April 13, 2021 – April 12, 2022 |
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Contractors |
Requested Contract Amounts |
Usage as of February 23, 2021 |
Contractors |
Requested Contract Amounts* |
Anticipated Usage |
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2 |
$9.8 million |
$0 |
2 |
$2 million |
$2 million |
* Requested amount is higher than the previous year's usage as reserve capacity is required to respond to requests for unplanned Task Orders.
OC Public Works is recommending Board approval of the JOCs for Flooring Services, effective April 13, 2021, through April 12, 2022. The cumulative maximum for the two contracts will not exceed a total of $2 million over the respective one-year term.
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Contractors |
Contracts |
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KYA Services, LLC |
MA-080-21011099 |
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JJJ Floor Covering, Inc. |
MA-080-21011101 |
The contractors' license numbers were verified as current and active through the CSLB database as on January 19, 2021. Copies of the verifications are on file.
OC Public Works has conducted due diligence on the contractors. Reference checks were satisfactory and completed with the following companies regarding similar services:
HVAC Services
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Contractor |
Reference Company |
Reference Company |
Reference Company |
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Prime ENC, Inc. |
County of Los Angeles, Fire Department |
County of Los Angeles, Internal Services Department |
County of Los Angeles, Human Services Administration |
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Thomasville Construction, Inc. |
City of Anaheim |
Los Angeles Unified School District |
City of Long Beach |
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Applied Air Conditioning, Inc. |
Los Alamitos School District |
City of Los Angeles |
County of Los Angeles |
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ACCO Engineered Systems, Inc. |
Superior Courts of California, County of Riverside |
University of California, Irvine |
Clark Construction Group |
Demolition
Services
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Contractor |
Reference Company |
Reference Company |
Reference Company |
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PG&J Environmental, Inc. |
Jurupa Valley High School |
Angeles Contractor, Inc. |
Corral Construction & Development |
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Danny Ryan Precision Contracting, Inc. |
Redlands Unified School District |
College of the Desert |
Fullerton Joint Union High School District |
Flooring
Services
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Contractor |
Reference Company |
Reference Company |
Reference Company |
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KYA Services, LLC |
Fullerton School District |
Hawthorne School District |
Westminster School District |
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JJJ Floor Covering, Inc. |
Long Beach Unified School District |
Sullivan Construction |
Ventura County Community College |
The contracts are coming to the Board less than 30 days before their commencement due to additional negotiation time required with the contractors.
The contracts, due to the nature of the services, could require the addition of subcontractors. In order to add subcontractor(s) to the contracts, the provider/contractor must seek express consent from OC Public Works. Should the addition of a subcontractor impact the scope of work and/or contract amounts, OC Public Works will bring the items back to the Board for approval. See Attachment I for the Contract Summary Form.
Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since it involves contracts for services associated with potential future County repair, rehabilitation and maintenance projects. This proposed activity is therefore not subject to CEQA. Any individual, specific work authorized pursuant to this contract will be reviewed for compliance with CEQA.
FINANCIAL IMPACT:
Appropriations for the JOC program are included in the FY 2020-21 Budget for OC Public Works, Budget Control 080, and will be included in the budgeting process for future years.
In an effort to consolidate the administration of various internal JOC programs under OC Public Works for Countywide utilization, the amount not to exceed has been set to maximize utilization of the JOCs by OC Public Works and other County departments. Individual job orders will be encumbered as needed by various departments, provided sufficient appropriations are available in the budget and future budget years.
The proposed contracts include provisions stating the contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of the contracts. If such appropriations are not approved, the contracts may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-080-21011061 with Prime ENC,
Inc.
Attachment B - Contract MA-080-21011063 with Thomasville Construction, Inc.
Attachment C - Contract MA-080-21011090 with Applied Air Conditioning, Inc.
Attachment D - Contract MA-080-21011062 with ACCO Engineered Systems, Inc.
Attachment E - Contract MA-080-21011059 with PG&J Environmental, Inc.
Attachment F - Contract MA-080-21011060 with Danny Ryan Precision Contracting,
Inc.
Attachment G - Contract MA-080-21011099 with KYA Services, LLC
Attachment H - Contract MA-080-21011101 with JJJ Floor Covering, Inc.
Attachment I - Contract Summary Forms
Attachment J - Bid Summary for HVAC Services
Attachment K - Bid Summary for Demolition Services
Attachment L - Bid Summary for Flooring Services