Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Nicholas J. Calderon, Parks Director
Subject: Measure K: Third Amendment to the Agreement with Beebe’s Water Systems, Inc. for the professional services required to operate the multi-barrier water filtration system in the Memorial County Park Water Treatment Plant
RECOMMENDATION:
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Measure K: Adopt a resolution authorizing:
A) The President of the Board of Supervisors to execute a Third Amendment to the Agreement with Beebe’s Water Systems, Inc. for the continued delivery of the professional services required to operate the multi-barrier water filtration system in the Memorial Park Water Treatment Plant, at an additional cost of $81,454 in Measure K funding for a new total not-to-exceed amount of $281,454, and for the extended term of January 22, 2022 to June 30, 2024; and
B) The Parks Director, or the Parks Director’s designee, to execute further amendments to the Agreement to modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate), and/or to modify the agreement’s terms and/or services, so long as the modified term(s) and/or services is/are within the current or revised fiscal provisions
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BACKGROUND:
In 1924, the County of San Mateo opened its first park - Memorial County Park (“Memorial Park”). Situated among the redwood trees in unincorporated Loma Mar, Memorial Park serves as the primary campground for the San Mateo County park system. The park has 141 campsites, including family, youth group, and large group sites, and also provides a visitor center, an amphitheater, day use picnic areas, and nearly seven miles of hiking trails. During peak season, Memorial Park can serve up to 2,000 visitors per day, putting substantial demand on its infrastructure.
The San Mateo County Parks Department (“Department”) maintains an on-site water system that supplies potable water to campers, picnickers, and other park visitors. The water system extracts raw water from Pescadero Creek and treats it at an on-site treatment plant. This system was designed and constructed, in part, by Beebe’s Water Systems, Inc. (“BWS”), a local contractor that specializes in the programming, operating, and constructing of water treatment systems.
BWS is compliant with the State of California Water Resource Control Board, Division of Drinking Water and possesses a T-2 Treatment Operator Certification and D-1 Distribution Operator Certification which authorizes the company to oversee the production and distribution of potable water.
On January 23, 2019, the Department executed an agreement with BWS for the delivery of professional services required to evaluate the water treatment plant and provide recommendations regarding the obsolete water filtration system.
On July 9, 2019, the Department, with authorization from Board Resolution No. 076800, entered into the First Amendment to the Agreement to expand the scope of work to include the following services: assistance in preparation of the engineered plans, drawings, and specifications for a new water filtration system; installation of hardware and proper calibration of critical components in the new water filtration system in order to yield fewer erroneous false negative results; strengthening an insufficient disinfection system; and improving data accuracy for recordkeeping and reporting. Through the First Amendment to the Agreement, the contract amount was increased by $130,000 to an amount not-to-exceed $200,000, and extended the term of the Agreement to June 30, 2021.
On or about June 30, 2021, under the powers granted by Board Resolution No. 076800, the Department and BWS executed a Second Amendment to the Agreement to extend its term through January 22, 2022; no changes were made to the financial provisions of the agreement.
DISCUSSION:
The Department and BWS now desire to enter into a Third Amendment to the Agreement to increase the agreement’s not-to-exceed amount by $81,454 to a new total contract amount of $281,454, and to extend the Agreement’s term through June 30, 2024, so that BWS can continue to operate and maintain the multi-barrier water filtration system which provides portable water for use at Memorial Park. This will ensure Memorial Park is able to satisfy potable water demand and the Department is able to comply with state and federal regulatory reporting requirements.
If the Department is unable to extend the term of the Agreement and increase the not-to-exceed amount, the Department would need to contract with another company to provide the services and would be unable to comply with state and federal requirements until such time. This could lead to penalties and fines levied by the state.
County Counsel has reviewed and approved the resolution and amendment as to form and content.
FISCAL IMPACT:
The amendment to the agreement with Beebe’s Water Systems, Inc. will extend the term of the agreement through June 30, 2024 and increase the amount of the agreement an additional $81,454. Sufficient Measure K appropriations are included in the Department’s FY 2021-22 Adopted Budget and will be included in future budgets. There is no Net County Cost associated with approving this recommendation.