Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: On-Call Job Order Contract Agreements and Adoption of the Job Order Contracts Task Catalog
RECOMMENDATION:
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Adopt a resolution authorizing:
A) Job Order Contract Agreements with Pacific Contractors Group, Inc. and Olympos Painting, Inc. for Painting Contracting Services for the term of July 23, 2019 through July 22, 2020, each in an amount not to exceed $1,000,000; and
B) The Construction Task Catalog, specifications, and conformance with prevailing wage scale requirements for Job Order Contracts - Painting Contracting Services; and
C) The Director of Public Works, or his designee, to issue Work/Job Orders, execute change/revision orders, and make financial and administrative changes to the executed Job Order Contract agreements.
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BACKGROUND:
On November 19, 2013, your Board adopted Resolution No. 072896, which authorized a streamlined process for Job Order Contracts (JOCs) to allow for the preparation of task catalogs, specification and bid documents in conformance with prevailing wage scale requirements for JOCs, which may be adopted by your Board at the time the resulting contract is considered for award.
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, the application of the CPI has resulted in a current maximum amount of up to $5,000,000 for annual JOCs. Contractors bid adjustment factors are to be applied to the Unit Prices for specific items of work. The cost of an individual project is determined by multiplying the preset Unit Prices by the appropriate quantities of work and adjustment factors.
The Task Catalogs and Specifications were approved by the Director of Public Works in May 2019 for Painting and Electrical/Lighting JOCs.
DISCUSSION:
The Department of Public Works (Department) has successfully used JOCs as a project delivery method since 2009 for a wide variety of maintenance and Capital Improvement projects. Looking ahead, this round of JOCs will help ensure that a greater number of these projects will be completed on time and within budget. As such, the Department provided notice inviting sealed proposals which was published two times in local newspapers in San Mateo County. Notice was also posted to various regional on-line Plan Rooms.
On May 28, 2019, a mandatory pre-bid meeting was held with seven painting contractors and six electrical/lighting contractors in attendance. On Thursday, June 13, 2019 at 2:30 p.m., sealed bids were received, accepted and subsequently referred to the Department in consideration for the Painting JOCs. 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 Painting Services, and two for Electrical/Lighting Contracting Services, and the lowest responsible bidder selected on one contract is declared ineligible for the others.
The Department received three for Painting Contracting Services, and zero for Electrical/Lighting Contracting Services. The Department has examined the bids received for the subject JOCs and determined the lowest responsive and responsible bidders for each JOC. One bidder was deemed non-responsive on one of the Painting JOCs. The Department recommends two contractors for Painting Contracting Services.
The Department will issue individual Work Orders including a scope of work and a not- to-exceed amount to the contractor(s). The not-to-exceed amount for each individual Work Order will vary; however, their cumulative sum will not exceed the maximum amount of the respective Agreement(s). Any increase above the amount or term of the agreement(s) would be submitted to your Board for consideration.
County Counsel has reviewed and approved the resolution and agreements as to form. Approval of this action contributes to the Shared Vision 2025 outcome of a Collaborative
Community by reducing the cost and time required to execute major maintenance, repair, and rehabilitation projects on County infrastructure.
FISCAL IMPACT:
The terms of these agreements are from July 23, 2019 through July 22, 2020. The total maximum fiscal obligation for each agreement is $1,000,000 for Painting Contracting Services with a total maximum fiscal obligation for all agreements combined at $2,000,000. Total cost for the various individual Job Order Contracts is included in the Fiscal Year 2019-20 Adopted Budget.
There is no impact to the General Fund. Attachment: Exhibit A - Bid Results