Title
Approval of Services Agreement No. AGR 26-806 with TriWest Fence LLC., in an Amount Not to Exceed $500,000 plus Applicable Gross Receipts Tax for On-call Fencing Services for a 3-year Term
Recommended Motion
I move that Council approve Services Agreement No. AGR 26-806 with TriWest Fence LLC., in an amount not to exceed $500,000 plus applicable gross receipts tax for On-call Fencing Services for a 3-year term.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
As the County owns and maintains fencing, gates and gate operators within several county owned facilities, the County requires the services of qualified contractors to assist Public Works staff with fencing construction, installation, maintenance, repair and replacement services to help maintain these assets.
The procurement of fencing services complies with Section 31-3(b)(4) of the County Procurement Code as TriWest Fence LLC. is a party to the State of New Mexico’s General Services Department Statewide Price Agreement No. 50-00000-25-00050. Through the State of New Mexico, the Contractor has competitively bid a price agreement for on-call fencing services, which meets the same standard and specifications as the services required by Los Alamos County. The agreement considered for approval is included as Attachment A.
This contract is a Task Order-based contract, and the Contractor shall supply fencing services to the County on an as-needed basis at the prices listed in the Compensation Rate Schedule included as Exhibit “A” of the agreement. The Contractor shall supply all labor, materials, and equipment, including specialty rental equipment necessary to complete the work. All work shall be in accordance with applicable local, state, or federal standards.
Task order signature approval is based on the associated compensation limits established in the Procurement Code. If a Task Order exceeds $300,000, the task order will be taken to Council for approval. There is no obligation to offer a minimum amount of work or compensation to the Contractor. Staff will be responsible for tracking the expenditure of all task orders to ensure that contract limits are not exceeded. Other County Departments may also utilize the on-call contract as needed.
The term of the agreement shall commence on August 27, 2025, and shall continue through August 26, 2028, unless sooner terminated. Compensation for task orders shall not exceed a combined total of $500,000 plus applicable gross receipts tax, unless the agreement is modified by a duly authorized and executed contract amendment.
Alternatives
Council could choose to not approve the Agreement, and staff would then follow alternate procedures of the Procurement Code to seek on-call fencing services. This alternate would delay the maintenance of county fencing, gates and gate operators.
Fiscal and Staff Impact/Planned Item
The aggregate compensation of all task orders issued under the agreement shall not to exceed the sum of five hundred thousand dollars ($500,000), excluding New Mexico gross receipts taxes (NMGRT) for the entire term. The County shall pay compensation for the performance of the services in accordance with each issued task order through applicable and properly appropriate funding sources.
Compensation shall be paid in accordance with the rate schedule set out in Exhibit "A" of the agreement.
The Public Works Capital Projects & Facilities Division will be the primary user of the services in this agreement. Task orders will primarily utilize approved Public Works budget. Other funding sources will be identified in cases where other County Departments wish to use the services of this agreement. The Capital Projects & Facilities Division will manage the agreement.
Attachments
A - AGR 26-806 with TriWest Fence LLC