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 services, for the term of July 23, 2020 through July 22, 2021, each in an amount not to exceed $1,000,000; and
B) The Construction Task Catalogs, Specifications, and conformance with prevailing wage scale requirements for Painting Services Job Order Contracts; 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 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), which allows for the preparation of task catalogs, specifications, 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). Since the statute was enacted in 1997, the application of the CPI has resulted in a current maximum amount of $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 November 2019.
DISCUSSION:
The Department of Public Works (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, 2020, a mandatory pre-bid meeting was held with six painting contractors in attendance. On Thursday, June 15, 2020 at 2:30 p.m., sealed bids were received, accepted and subsequently referred to the Department in consideration for painting services JOCs. 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 the lowest responsive and responsible bidder on one contract category is declared ineligible for the others within that same category.
The Department received two bids for painting services. The Department has examined the bids received and determined the lowest responsive and responsible bidders. The Department recommends two agreements be awarded for painting 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.
FISCAL IMPACT:
The terms of these agreements are from July 23, 2020 through July 22, 2021. The total maximum fiscal obligation for each agreement is $1,000,000 for painting services with a total maximum fiscal obligation for all agreements combined is $2,000,000. Total cost for the various Job Order Contracts is included in the Fiscal Year 2020-21 Adopted Budget. There is no additional impact to the General Fund.
Attachment: Exhibit A - Bid Results