Memorandum
Date: June 23, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott Harter, Deputy Administrator - Lake County Special Districts
Subject: Approve Amendment #1 for Agreement between County of Lake on behalf of CSA-20, Soda Bay and PACE Engineering dated August 28, 2018.
Executive Summary: (include fiscal and staffing impact narrative):
The contract for design of the Replacement of Four Redwood Water Tanks in Soda Bay CSA-20 was entered into on August 28, 2018. The scope of the contract included design services up through the bidding process. This contract expired on September 30, 2019. This original expiration date accounted for the bidding process which occurred in June and July of 2019, and provided for assistance through that initial bid. Due to insufficient funding the District recommend, and the Board proceeded to reject all bids on October 8th, 2019. The project documents and plans were restructured slightly to allow for more flexibility in awarding a base bid with the option of two additive alternates. This engineering work (including responding to bidders questions) occurred during the month of November and December. The project was re-advertised on November 15th, 2019 and bids were opened on December 19th, 2019. Due to the existence of the previous contract, it was determined that the most appropriate method of accounting for the change would be to amend the contract to account for the additional work and time. The additional work (revising the bid documents, responding to bidder questions, issuing Addendum #1, and reviewing bid results) occurred up to December 19, 2019 and totaled $1,131.50. Staff is recommending that Amendment #1 be approved extending the term of the original agreement to December 30, 2019 and increasing the contract amount by $1,131.50 for a new contract total of $162,131.50. This increase in funds is 75% eligible for reimbursement under the current HMGP funding.
If not budgeted, fill in the blanks below only:
Estimated Cost: _$1,131.50_ Amount Budgeted: _$1,131.50_ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☒ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action: Approve Contract Change Order for Agreement between County of Lake on behalf of CSA-20, Soda Bay and PACE Engineering dated August 28, 2018