TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: Andrea Salter - Staff Services Analyst - 707-259-8603
SUBJECT: Amendment No. 2 to Professional Services Agreement 160078B with Peterson Power Systems, Inc.
RECOMMENDATION
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Director of Public Works requests approval of and authorization for the Chair to sign Amendment No. 2 to Agreement No. 160078B with Peterson Power Systems, Inc., extending the term through June 30, 2023, increasing maximum annual compensation by $3,265 for a new annual maximum of $128,265, and increasing the scope of work to include regular service of two new towable generators located in the Corporate Yard at 7292 Silverado Trail and Roads Department at 4300 Spanish Flat Loop Road.
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EXECUTIVE SUMMARY
On April 19, 2016, the Board of Supervisors authorized Agreement No. 160078B with Peterson Power Systems, Inc. to provide preventative maintenance and inspection of generators within County owned and operated buildings. Amendment No. 1, approved on August 27, 2019, increased the annual contract maximum by $50,000 for a new maximum of $125,000, to provide regular service of a new generator located in the Re-Entry Facility at 2200 Napa-Vallejo, additional emergency and non-routine services, parts, repairs, and equipment rentals throughout County properties.
Approval of Amendment No. 2 to Agreement No. 160078B will extend the term of the agreement through June 30, 2023, increase maximum annual compensation by $3,265 for a new maximum of $128,265, amend the scope of work to include regular service of two towable generators located in the Corporate Yard at 7292 Silverado Trail and Roads Department at 4300 Spanish Flat Loop Road, and increase rates for routine, emergency and non-routine services, parts, repairs, and equipment rentals throughout County properties.
FISCAL & STRATEGIC PLAN IMPACT
Is there a Fiscal Impact? Yes
Is it currently budgeted? Yes
Where is it budgeted? Property Management
Is it Mandatory or Discretionary? Discretionary
Discretionary Justification: To ensure the continued safe and consistent operation of generators located in County owned and operated facilities. Maintenance of generators is essential to ensure the County has reliable backup power in case of power failure and increasing the County’s ability to repair and have access to rental generators.
Is the general fund affected? Yes
Future fiscal impact: The agreement will continue to be budgeted in the Property Management Budget.
Consequences if not approved: If this item is not approved, County owned and operated properties may not have reliable back up power during emergencies, power outages, or shutdowns.
County Strategic Plan pillar addressed: Effective and Open Government
Additional Information:
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
Preventative maintenance programs promote a safer environment for County workers and the community as special safety checks on equipment are regularly performed to ensure that systems are working properly. Generator services are particularly important to ensure safety during power shutdowns or power outages. Additionally, with the Public Safety Power Shutdown program introduced by PG&E, it is important for all County generators to be tested and fully operational at all times.
Since 2015, Peterson Power Systems, Inc. has provided preventative maintenance and inspection services for generators located in County-owned and operated buildings. Peterson Power Systems, Inc. was selected through a Request for Proposal (RFP) process and their agreement to provide services terminates on June 30, 2021.
County staff anticipated release of a RFP for continuing generator preventative maintenance, inspection, emergency and non-routine services, parts, repairs and equipment rentals. However, due to COVID-19 pandemic restrictions within Napa County, it has been difficult to complete in-person site visits necessary to carry out the RFP process. To ensure ongoing maintenance and timely repair of generators located in County owned or operated buildings, staff recommends that the Board approve Amendment No. 2 to Agreement 160078B to extend the term to June 30, 2023, increasing the annual contract maximum by $3,265 (for a new contract maximum of $128,265), amend the scope of work to include regular services of two new towable generators located in the Corporate Yard at 7292 Silverado Trail and Roads Department at 4300 Spanish Flat Loop Road, and an increase in rates for routine, emergency and non-routine services throughout County properties. Peterson Power has not increased rates since 2016, when the initial RFP was completed. Staff intends to issue a RFP for services prior to termination of the subject agreement.
SUPPORTING DOCUMENTS
CEO Recommendation: Approve