Title
Approval of Agreement AGR 23-36a to Allied 360 Construction, LLC., and Agreement AGR 23-36b to JJ Excavation, Inc., for On-Call Snow Removal Services and Emergency Equipment Services in an Amount Not to Exceed $600,000 Combined for both Agreements Plus Applicable Gross Receipts Tax Over a Seven Year Period
Recommended Action
I move that Council approve Agreement AGR 23-36a to Allied 360 Construction, LLC., and Agreement AGR 23-36b to JJ Excavation, Inc., for On-Call Snow Removal Services and Emergency Equipment Services in an Amount Not to Exceed $600,000 Combined for both Agreements Plus Applicable Gross Receipts Tax Over a Seven Year Period.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The County advertised for a formal competitive solicitation for On-Call Snow Removal Services and Emergency Equipment Services on October 6, 2022 (Invitation for Bid No. 2023-36). Two responses were received, and the evaluation committee is recommending award to both respondents, Allied 360 Construction, LLC., and JJ Excavation, Inc. A multiple award is recommended in this case because the contractors offer different equipment, experience, and skill sets. Additionally, a multiple award will allow for the activation of more resources during a larger scale event. There is no obligation to offer a minimum amount of work to any of the contractors. A copy of the agreements for Allied 360 Construction, LLC., and JJ Excavation, Inc. are attached for reference (Attachments A and B).
If approved by Council the term of these Agreements shall commence November 30, 2022, and shall continue through November 29, 2029, unless sooner terminated, as provided herein. Compensation is capped at $600,000, plus applicable gross receipts tax.
Public Works contemplates using an On-Call Snow Removal Services and Emergency Equipment Services agreement to reduce the demand for emergency procurement authority for uncharacteristic natural events such as unusually large snow falls or clearing debris after flood events such as what was experienced in September of 2013.
Other County departments may also utilize the On-Call Snow Removal Services and Emergency Equipment Services contract as needed if an unexpected event is experienced that requires immediate action. Following County Traffic & Streets Manager or designee's verbal authorization to perform services, a confirming email will be sent to Contractor within twelve (12) hours after said authorization. Labor and equipment hours as well as other pertinent information such as quantities or load counts will be tracked and invoiced upon completion of work in accordance with rates agreed to in the contract document.
It is anticipated that this agreement would be exercised occasionally during heavy winter snowfalls, for amounts less than $50,000 per year.
Alternatives
Council could choose to award to only one or none. An award to less than both contractors would limit staff's options regarding availability of resources. If the On-Call Snow Removal Services and Emergency Equipment Services agreements are not awarded, staff would obtain required services based upon procedures stated in the County Code under Emergency Procurement and would have no predetermined rate structure established.
Fiscal and Staff Impact/Planned Item
As mentioned above, smaller events will be absorbed in the planned division budget, however, large scale events may be re-categorized where a formal emergency declaration is made. The purpose of this agreement is to aid the County during events that exceed the capability of current staff/equipment.
Attachments
A - AGR 23-36a - Allied 360 Construction, LLC
B - AGR 23-36b - JJ Excavation, Inc.