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  Consent-General Government   #   16.    
Board of Supervisors County Administrator  
Meeting Date: 07/24/2018  
Brief Title:    SUSP Contract Amendment
From: Mindi Nunes, Assistant County Administrator
Staff Contact: Beth Gabor, Manager of Operations & Strategy, County Administrator's Office, x8042

Subject
Approve second amendment to Agreement No. 7676-2018 with Specialized Utility Services Program, Inc. for interim operation and maintenance services for the Wild Wings water and wastewater facilities, increasing the maximum compensation by $20,000 to $150,000, for the term March 7, 2018 to June 6, 2018. (No general fund impact) (Nunes/Gabor)
Recommended Action
Approve second amendment to Agreement No. 7676-2018 with Specialized Utility Services Program, Inc. for interim operation and maintenance services for the Wild Wings water and wastewater facilities, increasing the maximum compensation by $20,000 to $150,000, for the term March 7, 2018 to June 6, 2018.
Strategic Plan Goal(s)
Operational Excellence
Safe Communities
Sustainable Environment
Reason for Recommended Action/Background
On March 7, 2018, the County entered into a three month agreement with SUSP for interim operation and maintenance services for the Wild Wings water and wastewater facilities while a comprehensive competitive bid process for longer term operators of the facilities could be completed. As the County was transitioning to new operators and the condition of the facilities and supplies was unknown, it was difficult to calculate reimbursable expenses (i.e. equipment, chemicals, hauling and other sub-contractor costs, capital expenses, etc.).

The original contract assumed approximately $21,000 in reimbursable expenses. Given the continuing costs to rehabilitate the Wastewater Recycling Facility (WRF) following emergency repairs and replacements, efforts to operate the WRF in compliance with the County's wastewater discharge permit and limited supplies onsite to operate all of the water and wastewater facilities in compliance, reimbursable expenses were higher than anticipated. As such, this contract was increased by $30,000 for reimbursable expenses on June 5, 2018. Since then, additional reimbursable expenses during the term of the interim contract have been identified, and as such, the contract amount must again be increased by $20,000.  No additional amendments are anticipated.
Collaborations (including Board advisory groups and external partner agencies)
Wild Wings County Service Area Advisory Committee member and City of Davis public works personnel.
Competitive Bid Process
A comprehensive competive process was bypassed given the emergency and interim nature of this contract. A number of operators were contacted as the need for interim operators became apparent. Three chose to submit proposals and each were provided a tour of the facilities. Following input from an engineer familiar with the facilities, and the needs therein, and a City of Davis public works official, SUSP was determined to be the best fit with the necessary experience and knowledge of State requirements. The County has since issued a Request for Proposals and conducted a comprehensive process to identify operators for a longer term. SUSP was ultimately awarded the longer term contract to provide operator services for the Wild Wings water and wastewater facilities.

Fiscal Information
Fiscal impact (see budgetary detail below)
Fiscal Impact of this Expenditure
Total cost of recommended action $20,000
Amount budgeted for expenditure $20,000
Additional expenditure authority needed $0
One-time commitment     Yes
Source of Funds for this Expenditure
General Fund $0
Wild Wings CSA Sewer Fund $2,687
Wild Wings CSA Water Fund $12,970
WWCSA Sewer & H2O Funds $4,343
Attachments
Att. A. Amendment #2

Form Review
Inbox Reviewed By Date
Mindi Nunes Mindi Nunes 07/11/2018 04:09 PM
Financial Services Tom Haynes 07/13/2018 03:41 PM
County Counsel Hope Welton 07/13/2018 04:01 PM
Form Started By: Beth Gabor Started On: 07/11/2018 09:10 AM
Final Approval Date: 07/13/2018
Level double AA conformance,
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