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Agenda Item
ASR
Control 23-000903 |
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MEETING
DATE: |
12/19/23 |
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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
Gonsalves (714) 667-4923 |
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Jacob
Zamora (714) 667-4965 |
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Subject: Approve Renewal to Contract for
Heating, Ventilation and Air Conditioning
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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: $254,098 |
Annual Cost: FY 2024-25 $345,902 |
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Staffing Impact: |
No |
# of Positions: |
Sole Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 1/10/2023 #13, 1/28/2020 #24 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Amendment No. 2 to
renew the contracts with Covello’s Pacific AirCare, Inc. and The Machado
Environmental Corporation dba Air Duct Cleaning Company for Heating,
Ventilation and Air Conditioning Equipment and Duct Cleaning Services,
effective January 28, 2024, through January 27, 2025, in an aggregate amount
not to exceed $600,000, for an aggregate cumulative total amount not to exceed
$4,100,000.
SUMMARY:
Approval of Amendment No. 2 to
renew the contracts for Heating,
Ventilation and Air Conditioning Equipment and Duct Cleaning Services will
support the continued repair and maintenance of County of Orange equipment and
systems.
BACKGROUND
INFORMATION:
The current
workload for necessary Heating, Ventilation and Air Conditioning (HVAC)
Equipment and Duct Cleaning Services (Services) exceeds the capacity of the
County of Orange (County) workforce and utilizing contracted Services will
supplement resources to allow for timely repair of HVAC elements in County
facilities throughout Orange County.
On July 14, 2019,
OC Public Works issued a Request for Proposals for Services. Prior Board of
Supervisors (Board) action is summarized in the table below.
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Board
Date |
Board
Action |
Contractor |
Amount |
Effective
Date |
End
Date |
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1/28/2020 |
Approved
aggregate Contract MA-080-20010375 (Contract) |
Covello’s
Pacific AirCare, Inc. and The Machado Environmental Corporation dba Air Duct
Cleaning Company (Contractors) |
$3
million |
1/28/2020 |
1/27/2023 |
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1/10/2023 |
Approved
Amendment No. 1 to Contract |
Contractors |
$500,000 |
1/28/2023 |
1/27/2024 |
The Orange County
Preference Policy (OCPP) was applicable and incorporated when Services were
solicited; however, no OCPP qualified proposals were submitted.
OC Public Works is
proposing to continue procurement of these Services in accordance with the 2021
Contract Policy Manual Section 3.3-102.
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Previous Request 1/28/2023 –
1/27/2024 |
Current Request 1/28/2024 –
1/27/2025 |
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Contractors |
Requested
Contract Amount |
Usage as of
10/18/2023 |
Contractors |
Requested
Contract Amount |
Anticipated Usage |
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2 |
$500,000* |
$341,599 |
2 |
$600,000 |
$600,000 |
* Previously approved amount does not
roll over to the renewal term.
OC Public Works is adding an
addtional $100,000 capacity to the contract for John Wayne Airport (JWA)
maintenance requirements.
OC Public Works is recommending the
Board approval to authorize the County Procurement Officer or Deputized
designee to execute Amendment No. 2 to renew aggregate Contracts with the
Contractors for Services, effective January 28, 2024, through January 27, 2025,
in an aggregate amount not to exceed $600,000, for an aggregate cumulative
total amount not to exceed $4.1million. The work will be assigned to whichever
Contractor is available and, depending upon the request, work can be assigned
to multiple Contractors at the same time.
The Contractors’ respective performances
have been confirmed as satisfactory. OC Public Works has verified there are no
concerns that must be addressed with respect to Contractors’ ownerships/names,
litigation status or conflicts with County interests. Covello’s Pacific
AirCare, Inc. is based in Riverside County and The Machado Environmental
Corporation dba Air Duct Cleaning Company is based in Los Angeles County.
The Contract does not currently
include subcontractors or pass through to other providers. See Attachment C for
the Contract Summary Forms.
Prior
to Contract expiration, OC Public Works plans to issue a solicitation to
continue Services.
Compliance
with CEQA:
The proposed project was previously determined to be Categorically Exempt from
CEQA pursuant to CEQA Guidelines Section 15301 (Class 1) on January 28, 2020,
when it was originally approved because it involves the operation, repair,
maintenance or minor alternation of existing structures, facilities or
mechanical equipment involving negligible or no expansion of existing or former
uses. The proposed project is still consistent with this determination.
FINANCIAL
IMPACT:
Appropriations for
the aggregate Contract are included in Budget Control 080, OC Public Works, and
Fund 280, JWA, FY 2023-24 Budget and will be included in the budgeting process
for future years.
The Contract includes a provision stating
that the County has the right to immediately terminate this Contract without
penalty for cause or after 30 days' written notice without cause.
STAFFING
IMPACT:
N/A
ATTACHMENT(S):
Attachment
A – Amendment No. 2 to Contract MA-080-20010375 with Covello’s Pacific AirCare,
Inc.
Attachment B – Amendment No. 2 to Contract MA-080-20010375 with The Machado
Environmental Corporation dba Air Duct Cleaning Company
Attachment C – Contract Summary Forms
Attachment D – Redline to Contract MA-080-20010375 with Covello’s Pacific AirCare,
Inc.
Attachment E – Redline to Contract MA-080-20010375 with The Machado
Environmental Corporation dba Air Duct Cleaning Company