Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreements with Maintenance Firms for Various Services
RECOMMENDATION:
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Adopt a resolution authorizing:
A) Service agreements with: Sharjo, LLC and Faragon Restoration Ltd. for On-Call Emergency Restoration Services in the amount of $2,000,000 each; Community Fire Protection for Fire Suppression System Services in the amount of $1,000,000; and Shell Door Service, Inc. for On-Call Commercial Door Repair and Maintenance Services in the amount of $500,000, for the term of February 24, 2026 through February 23, 2031, for a total aggregate amount of $5,500,000; and
B) The Director of Public Works, or designee, to execute contract amendments to modify the County’s maximum fiscal obligation for each contract by no more than $25,000 (in aggregate), and/or modify the contract term and/or services as long as the modified term and/or services is/are within the current or revised fiscal provision.
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BACKGROUND:
The Department of Public Works (Department) maintains on-call and regular maintenance agreements with various firms with subject matter knowledge to help expedite necessary work on County-owned facilities and many Department-managed Capital Projects.
DISCUSSION:
The Department will require the use of subject matter expertise to provide repair, replacement, maintenance, and regularly scheduled inspections for County-owned and maintained facilities, as well as for proposed new capital projects and other projects as needed.
Proposals were solicited from firms with expertise in emergency restoration services, fire suppression systems, and commercial door repair and maintenance. The solicitations were published through the County’s e-Procurement system and posted to the Department’s website.
The Department received proposals from six firms for emergency restoration services, one firm for fire suppression services, and one firm for commercial door repair and maintenance services. Department staff reviewed the submittals for completeness and qualifications. Based on the results of the review, the Department is recommending agreements with four firms to provide the services as stated. The RFP Matrix describing the process and selected companies is attached as Exhibit “A”. The service agreements are for a maximum total aggregate amount of $5,500,000. Each category varies in amount.
Firms will be selected by the Department for specific projects and Task Orders will be issued to the firms. The Task Orders will detail the requirements of the project, including a detailed scope of work and a not-to-exceed amount. Fees for individual Task Orders for specific projects or the sum of the fees for the various individual Task Orders, should the firm be assigned to more than one project, will not be greater than the not-to-exceed amount of the agreement.
The Department is also requesting this Board authorize the Director, or designee, to execute contract amendments, which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate) per contract, and/or modify the contract term and/or services provided the modified term and/or services is/are within the current or revised fiscal provisions. Any contract amendments above the Director’s authority would be brought to this Board for approval.
The term of each agreement is for five years from February 24, 2026 through February 23, 2031.
The County Attorney has reviewed and approved the resolution and agreements as to form.
COMMUNITY IMPACT:
Regular maintenance, repairs, and services of County-maintained infrastructure help restore and preserve public spaces, ensuring facilities remain safe, secure, and accessible for the community. Implementing safeguards for County facilities supports continuity of critical operations and essential services.
FISCAL IMPACT:
The total maximum fiscal obligation is $2,000,000 each for on-call emergency restoration services, $1,000,000 for fire suppression system services, and $500,000 for on-call commercial door repair and maintenance. Funds to pay for the assigned work are included in the Facilities, Maintenance & Operations and Capital Projects Budgets for FYs 2025-26 and 2026-27 and will be included in future fiscal year budgets.
There is no additional impact to the General Fund.
Attachment: Exhibit “A”