|
Agenda Item
ASR
Control 13-001391 |
||
|
MEETING DATE: |
01/28/14 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
All Districts |
|
|
SUBMITTING
Agency/Department: |
OC Public Works
(Approved) |
|
|
Department contact
person(s): |
Tony Bernard (714) 667-3209 |
|
|
|
Shane Silsby (714) 667-9700 |
|
Subject: Contract Renewal for
Lighting Maintenance and Repair
|
ceo Concur |
|
Clerk of the Board |
||||||
|
Concur |
Approved Agreement to Form |
Consent Calendar |
||||||
|
|
|
3 Votes Board Majority |
||||||
|
|
|
|
||||||
|
Budgeted: Yes |
Current Year Cost:
$288,016 |
Annual Cost:
$288,016 |
||||||
|
|
|
|
||||||
|
Staffing Impact: No |
# of Positions:
|
Sole Source:
No |
||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||
|
Prior Board Action: 03/27/2012
#18 |
||||||||
RECOMMENDED ACTION(S):
|
1. |
Find that the Project is categorically exempt from the California Environmental Quality Act (CEQA), Class 1, (Existing Facilities) pursuant to CEQA Guidelines, Section 15301. |
|
2. |
Authorize the County Purchasing Agent, or his authorized Deputy, to renew Contract MA-080-12011186 with A Lighting by Design, Inc. for lighting maintenance and repair services, as amended, for a two year period commencing on April 1, 2014, through March 31, 2016, in an amount not to exceed $576,031.20, per Board policy. |
|
3. |
Authorize the OC Public Works Director, or his authorized Deputy, to approve additional work orders in an amount not to exceed $15,000 annually for work not specified in the original procurement or scope of services for this Contract, pursuant to Contract Policy Manual Section 3.3-113. |
|
4. |
Authorize the County Purchasing Agent, or his authorized Deputy, to amend Contract MA-080-12011186 (Contract) to add expenditure limit clause in accordance with departmental policy. |
SUMMARY:
Renewal of the Contract with A Lighting by Design, Inc. for lighting maintenance and repair services will ensure that various County facilities have interior and exterior lighting systems maintained and repaired in a timely manner to provide a safe and healthy environment for County staff and visitors.
BACKGROUND INFORMATION:
Emergency and non-emergency lighting systems require regular maintenance of lamps, ballasts, fixtures, and lenses to maintain effective functionality. Renewal of this full service Contract will provide for the maintenance and repair of lamps, ballasts, lenses and diffusers, including fixture replacements, for both interior and exterior lighting systems at each included facility. The frequency with which facilities are serviced varies based upon established site-specific requirements. The Contract ensures that the burned-out lamps, defective ballasts, damaged lenses and diffusers and defective fixtures are replaced and/or repaired in a timely manner.
On March 27, 2012, the Board approved the Contract with A Lighting by Design, Inc. for lighting maintenance and repair services in an amount not to exceed $288,016 annually, effective April 1, 2012, through March 31, 2013, with the option to renew for four additional years, per Board policy. This Contract was awarded as a result of the Invitation For Bid process.
On April 1, 2013, the County Deputy Purchasing Agent renewed the Contract with A Lighting by Design, Inc. in an amount not to exceed $288,015.60 annually, effective April 1, 2013, through March 31, 2014.
In accordance with Section 3.3-106 of the County’s Contract Policy Manual, all service contract renewals that exceed $100,000 per annum must be approved by the Board. The contractor has successfully performed their obligations in the most recent contract period, and OC Public Works recommends renewal. Therefore, OC Public Works is requesting authorization to renew the Contract with A Lighting by Design, Inc. in an amount not to exceed $576,031.20 for a two year period effective April 1, 2014, through March 31, 2016.
Per Contract Attachment A (Scope of Services), Clause XI, the Contractor may be requested to submit supplemental proposals for additional lighting maintenance or repair work not specifically called for in the Contract (i.e., maintenance or repair of light fixtures not originally identified, retrofit of existing light fixtures, etc.). Per Contract Attachment B (Contractor's Pricing), Clause II.C, the additional work amount shall not exceed $15,000. Therefore, OC Public Works requests that the Board authorize the OC Public Works Director, or his authorized Deputy, to approve additional work not specified in the original procurement or scope of services pursuant to Contract Policy Manual Section 3.3-113. Also, OC Public Works has added a new requirement that contractors notify the County in writing when expenditures have reached 75 percent of the dollar limit on the contract. OC Public Works requests that the Board authorize the County Purchasing Agent, or his authorized Deputy, to amend the Contract to add an expenditure limit clause.
Compliance with CEQA: The subject Project is Categorically Exempt from the California Environmental Quality Act (CEQA) per section 15301 (Class 1) of the CEQA Guidelines, because it involves approval of a contract for repair and maintenance of existing public facilities involving negligible or no expansion of use beyond that already existing.
FINANCIAL IMPACT:
Financial
Information:
|
Various General Funds |
58% |
|
OC Parks Fund 405 |
1% |
|
OC Flood Fund 400 |
10% |
|
OC Fleet Services Fund 296 |
3% |
|
Reprographics Fund 297 |
1% |
|
CEO Information and Technology Fund 289 |
1% |
|
OC Civic Center Parking/Maintenance Fund 828 |
12% |
|
Parking Facilities Fund 137 |
13% |
|
County Tide Lands Newport Bay Fund 106 |
1% |
STAFFING IMPACT:
N/A
EXHIBIT(S):
Exhibit A - Contract with A Lighting by Design, Inc. with strikethroughs
ATTACHMENT(S):
Attachment A - Amendment #2 (Renewal) with A Lighting by Design, Inc.