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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Department of Public Works
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DATE:
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December 4, 2008
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BOARD MEETING DATE:
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December 16, 2008
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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James C. Porter, Director of Public Works
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SUBJECT:
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Cogeneration Maintenance Agreement with Gammill Services
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RECOMMENDATION:
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Adopt a resolution authorizing execution of an agreement for the term of January 1, 2009 through December 31, 2011, with Gammill Services for cogeneration maintenance and repair services at Maguire Correctional Facility for a total amount not to exceed $225,000.
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VISION ALIGNMENT:
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Commitment: Ensure basic health and safety for all.
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Goal 7: Maintain and enhance the public safety of all residents and visitors.
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This service contributes to the commitment and goal by awarding an agreement to maintain and repair County owned and operated cogeneration equipment for the benefit of both the public and employees that use this facility.
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BACKGROUND:
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PREVIOUS BOARD ACTION
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Adopted Resolution No. 067630 on November 8, 2005, which authorized execution of an agreement with Coast Intelligen to provide maintenance and extended warranty on cogeneration equipment installed at the Maguire Correctional Facility.
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DISCUSSION:
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Coast Intelligen filed for bankruptcy earlier this year and no longer provides maintenance and repair services. Proposals were solicited following the procedures in Administrative Memorandum B-1. Gammill Services was the only firm with technical experience on equipment manufactured by Coast Intelligen.
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We are recommending a three-year agreement with Gammill Services.
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Charges for routine maintenance will be calculated at $3.70 per engine hour multiplied by the number of hours of operation. It is estimated that each engine will operate approximately 8,000 hours per year. 16,000 hours per year multiplied by $3.70 per engine hour equals $59,200 per year. $59,200 per year multiplied by three years equals $177,600. A contingency of $47,400 is included for repair and overhaul work that will be agreed upon in advance and performed on a time and materials basis. Prior authorization from Public Works is required for the expenditure of any contingency funds.
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The Contractor declares compliance with the County’s Equal Benefits and Employee Jury Service Ordinances as well as all other contract provisions that are required by County ordinance and administrative memoranda including but not limited to insurance, hold harmless and non-discrimination.
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An agreement and resolution have been approved as to form by County Counsel and the Contractor has executed the agreement.
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FISCAL IMPACT:
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The total not-to-exceed amount of the agreement is $225,000.
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Funds have been included in the Adopted FY 2008-09 Capital Projects budget will be included in the proposed budget for future years.
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Attachment A:
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Request for Proposal Process Matrix
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