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  Consent-General Government   # 17.       
General Services  
Meeting Date: 05/10/2022  
Brief Title:    District Attorney Window Installation Project
From: Kevin Yarris, Director, General Services
Staff Contact: Tonia Murphy, Fiscal Administrative Officer, General Services, x4830

Subject
Approve first amendment to PO176688, contract change order 1 with Glass West, Inc for an increase of $14,619 for the replacement of the windows at the District Attorney Building at 301 2nd Street in Woodland for a total contract of $71,061; approve the use of Accumulated Capital Outlay funds in the amount of $42,000; adopt a budget resolution increasing the General Services Facilities 2021-22 budget by $42,000; amend 2021-22 authorized equipment list to include the replacement windows; approve a total project budget of $82,000; and upon project completion authorize the Director of General Services to sign and record the Notice of Completion.  (No general fund impact) (4/5 vote required) (Yarris)
Recommended Action
  1. Approve first amendment to PO176688, contract change order 1 with Glass West, Inc for the replacement of the windows at the District Attorney Building at 301 2nd Street in Woodland, for a total contract of $71,061;
     
  2. Approve the use of Accumulated Capital Outlay (ACO) funds in the amount of $42,000;
     
  3. Adopt a budget resolution increasing the General Services Facilities 2021-22 budget by $42,000;
     
  4. Amend 2021-22 authorized equipment list to include the replacement windows;
     
  5. Approve a total project budget of $82,000; and
     
  6. Authorize the Director of General Services upon project completion to sign and record the Notice of Completion.
Strategic Plan Goal(s)
Safe Communities
Reason for Recommended Action/Background
In September 2021, General Services reached out to several vendors to seek informal bids to replace the District Attorney windows on the second and third floors due to aging and the windows being non-functional.  Two vendors responded and one other was non-responsive.  As the department worked through the contracting process the lowest bidder was no longer interested in the project due to the requirement for payment and performance bonds.
    
General Services was able to contract with the second lowest bidder, Glass West, Inc., and an agreement was executed on March 29, 2022.  The initial agreement PO176688 was for $56,442.  However, during the project initiation job walk it was determined that the initial quote did not include like for like replacements which is needed to maintain the historic look of the building.   The additional cost for the work exceeds the statutory Contract Change Order limits for Public Contracts Code 20142, a duly authorized officer of the County can approve Construction Change Order up to the statutory limit of 10% of the Construction-Price ($5,004) before requiring competitive solicitation, except under certain conditions described below.

The additional cost for the work exceeds the statutory Contract Change Oder limits for Public Contract Code 20137 by $16,019.  Changes exceeding the Public Contract Code 20137 limit would ordinarily require competitive bidding.  However, under Graydon v. Pasadena Redevelopment Agency (1980) 104.Cal.App.3d 631, competitive bidding is not required where such bidding would be unavailing and impractical and would not produce any public advantage.

For the following reason, competitive bidding (Pursuant to Public Contract Code 20137) for the extra work in this case would not have produced any public advantage, and it is in the County’s and public’s best interest to work with the existing Contractor on the project rather than competitively bidding the project changes.
  • Each of the item of the Contract Change Order Work is functionally integrated with the overall project.  Glass West was already secured as the vendor and had product on order.  It wouldn’t be practical to have a different vendor perform the change order work items because they are integrated with the overall infrastructure of the window being installed. 
 
Project Expense:  
Glass West, Inc, $71,061
Painting 7,000
Project Coordination Fees 3,939
Total Expenses: $82,000
   
Project Revenue  
Previously ACO $65,000
Additional ACO request 17,000
Total Project Revenue $82,000
Collaborations (including Board advisory groups and external partner agencies)
Yolo County District Attorney's Office, Department of Finance, County Counsel, County Administrator's Office, General Services
Competitive Bid Process/Vendor Performance
Bids Received
 
Bidder Bid
Smart Energy Solutions $ 47,215
Glass West, Inc. 54,442
U.S. Glass, Inc. Non- responsive

As noted in the Board item, the lowest bidder declined to move forward with the contracting process due to the payment and performance bond requirement.

Vendor Performance

Satisfactory Performance Example:
The Department confirms Vendor Glass West Inc., has performed satisfactorily on the current agreement.

 

Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   82,000
Amount budgeted for expenditure:    $   40,000
Additional expenditure authority needed:    $   42,000
One-time commitment     Yes
Source of Funds for this Expenditure
$42,000
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
 The additional request for $42,000 is like for like replacements which is needed for the historic look of the buildings.    
Attachments
Att. A. Change Order 1
Att. B. Updated Equipment List
Att. C. Budget Resolution

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Form Review
Inbox Reviewed By Date
Kevin Yarris Tonia Murphy 04/21/2022 09:52 AM
Kevin Yarris Kevin Yarris 04/21/2022 10:09 AM
Financial Services Melissa Patterson 04/29/2022 11:04 AM
County Counsel Hope Welton 04/29/2022 11:48 AM
Joanne Van Hoosear Joanne Van Hoosear 05/02/2022 08:47 AM
Form Started By: Tonia Murphy Started On: 04/21/2022 09:22 AM
Final Approval Date: 05/02/2022

    

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