Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: 2025 Job Order Contracts Plumbing and Hazardous Materials [Job Order Contract Nos. JOC 2513, 2514 and 2519 through 2521]
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing agreements for One Day Installation & Repairs, Inc., Air Systems Service and Construction, and Asbestos Management Group of California, Inc. for the term of April 22, 2025, through April 21, 2026, in an amount not to exceed $2,000,000 each for Plumbing Services and $3,000,000 each for Hazardous Materials Services, for a total maximum combined fiscal obligation of $7,000,000 for all agreements; and
B) Authorizing the Director of Public Works, or designee, to issue Work/Job Orders, execute Change/Revision Orders, and make financial and administrative changes to executed Job Order Contract agreements.
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BACKGROUND:
On November 19, 2013, this Board adopted Resolution No. 072896, which authorized the Director of Public Works to proceed with preparing plans and specifications, and conformance with prevailing wage scale requirements for Job Order Contracts (JOC) and advertising for bids (streamlined process).
Public Contract Code Section 20128.5 authorizes the Board of Supervisors to award individual annual JOCs for repair, remodeling, or other repetitive work to be done according to unit prices, in an amount not to exceed $3,000,000 (adjusted annually based on changes in the California Consumer Price Index [CPI]). Since the statute was enacted in 1997, applying the CPI has resulted in a current maximum amount of $6,023,368 for annual JOCs. Contractors bid adjustment factors to be applied to the Unit Prices for specific items of work. The price of an individual project is determined by multiplying the preset Unit Prices by the appropriate quantities of work and Adjustment Factors.
On January 7, 2025, the Department of Public Works (Department) solicited bids for Job Order Contracts in eight trades: General Construction, Mechanical Works/HVAC, Plumbing, Roofing, Electrical/Lighting, Painting, Flooring, and Hazardous Materials. The Department did not receive bids for Plumbing and Hazardous Materials.
On January 28, 2025, this Board adopted Resolution No. R080862(a-o), which authorized the construction task catalog, specifications, and conformance with prevailing wage scale requirements for 2025 Job Order Contracts for General Construction; Mechanical Works (HVAC); Roofing; Flooring; Plumbing; Electrical and Lighting; Painting; and Hazardous Materials. Resolution No. R080862(a-o) also authorized agreements with contractors for General Construction, Mechanical Works (HVAC), Roofing, Flooring, Electrical and Lighting, and Painting. Agreements for Plumbing and Hazardous Materials could not be awarded since bids were not received in those categories.
On March 3, 2025, the Department provided notice inviting sealed proposals for the Board authorized construction task catalog and specifications for the Plumbing and Hazardous Materials trades and in conformance with prevailing wage scale requirements, which was published twice in local newspapers in San Mateo County and on the County’s eProcurement system. Notice was also posted to various regional online Plan Rooms.
On March 11, 2025, a pre-bid virtual meeting was held with six contractors in attendance.
On March 25, 2025, three bids were electronically received and reviewed by the Department for the Plumbing category. One of the three bids was deemed unresponsive. One bid was received for the Hazardous Materials category. Within each of the two individual categories, eligible licensed contractors were able to bid on any of the JOCs by submitting a single proposal. The bid documents call for up to two JOCs for Plumbing (JOCs 2513 and 2514) and three JOCs for Hazardous Materials (JOCs 2519 through 2521). The lowest responsive and responsible bidder on one contract category is ineligible for the other successive contracts within that same category.
DISCUSSION:
The Department has examined the bids received for the subject JOCs and determined the lowest responsible bidders for each JOC category as shown in Exhibit A.
The Department will issue individual Job Orders including a scope of work and a not-to-exceed amount to the JOC contractors. The not-to-exceed amount for each individual Job Order will vary; however, the cumulative sum will not exceed the maximum amount of the agreement. Any increase above the not-to-exceed amount or term of the agreements will be submitted to this Board for consideration.
The County Attorney has reviewed and approved the resolution and agreements as to form.
COMMUNITY IMPACT:
The work included in the JOCs aligns with the Department’s commitment to supporting fair and just inclusion into a community where all can participate, prosper, and reach their full potential in San Mateo County. Through a wide range of advertising including the Department website, the County’s e-procurement system, and local newspapers, the Department actively strives to engage a diverse group of businesses with the goal of utilizing a larger pool of potential contractors.
FISCAL IMPACT:
The terms of these agreements are from April 22, 2025, through April 21, 2026. The total maximum fiscal obligation is $2,000,000 each for Plumbing and $3,000,000 each for Hazardous Materials and the total maximum fiscal obligation for all agreements combined is $7,000,000. The JOC is a requirements agreement. The various individual job orders will be funded through previously approved and appropriated project budgets.
There is no additional impact to the General Fund.