To: Boards of Directors, Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, South Park County Sanitation District
Department or Agency Name(s): Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, South Park County Sanitation District
Staff Name and Phone Number: Eric Keel 707-547-1074
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Crane and Hoist Inspection Certification and Related Services with GP Crane & Hoist Services
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Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager acting on behalf of Sonoma County Water Agency, Occidental County Sanitation District, Russian River County Sanitation District, Sonoma Valley County Sanitation District, and South Park County Sanitation District to execute the First Amended and Restated Agreement for Crane and Hoist Inspection Certification and Related Services with GP Crane & Hoist Services, in substantially the form as the draft presented to this Board. The amended agreement modifies the payment and funding structure and extends the agreement term by three years for a new end date of June 30, 2028, at no additional cost.
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Executive Summary:
Cal/OSHA requires Sonoma County Water Agency and its affiliated sanitation districts (collectively “Sonoma Water”) to conduct quarterly crane and hoist inspections and annual certifications. Under the subject amended agreement, GP Crane & Hoist Services (Service Provider) will continue to provide inspections, certifications, and related services. This item requests authorization for Sonoma Water’s General Manager to execute an amended agreement to remove the $50,000 per year payment structure, extend the agreement term by three years at no additional cost, and allow up to two one-year extensions of the agreement for a total of five years if both extensions are exercised.
Discussion:
HISTORY OF ITEM/BACKGROUND
Cal/OSHA mandates hoist and crane inspection and certification. Sonoma Water requires the services of a qualified service provider to perform annual certifications and inspections on various Sonoma Water hoists and cranes. Work includes preparing inspection reports, performing safety training, and completing inspections as required by Cal/OSHA standards.
Sonoma Water and Service Provider entered into an agreement for crane and hoist inspection, certification and related services, dated June 20, 2022, in the amount of $150,000 (Original Agreement).
Under the Original Agreement, quarterly inspections and annual certifications have been performed since 2022. There is approximately $89,000 remaining under the Original Agreement.
Board approval is necessary for the time extension because the revised term will exceed the maximum three-year limit on agreements signed by the General Manager. Additionally, the payment structure is being modified to remove the $50,000 per year structure to allow Sonoma Water to utilize the $89,000 remaining under the Original Agreement . There is no change to the cost of the agreement.
SELECTION PROCESS
Service Provider was selected from a list of qualified service providers developed from a competitive selection process. Attached is a memo that explains the competitive selection process.
Service Provider was selected for the subject work because of its qualifications and ability to perform the work.
SERVICES TO BE PERFORMED
Under the amended agreement, Service Provider will continue to provide quarterly inspections, prepare inspection reports summarizing the crane and hoist inspection results, perform annual certifications, and conduct minor repairs as needed.
Under the amended agreement, the General Manager shall have the ability to extend the term of the agreement for up to two additional years by providing written notice to the other party thirty days in advance of the expiration date. The extension shall be formalized in an amended agreement or amendment signed by the parties.
County of Sonoma Strategic Plan Alignment:
N/A
Sonoma Water Strategic Plan Alignment
Goal: Implement comprehensive, integrated, and innovative infrastructure planning to strengthen existing services, minimize life cycle costs, and prepare for the future.
Strategy: Develop processes for addressing emergency or urgent infrastructure repairs.
Action: Establish contractor, consultant, and vendor contracts to be used for urgent projects.
The crane and hoist inspections are mandatory and maintain Sonoma Water’s compliance with Cal/OSHA. In addition, the cranes and hoists are used for emergency, urgent, and routine maintenance work and need to be kept in proper working order.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
None
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
$89,000 |
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Additional Appropriation Requested |
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Total Expenditures |
$89,000 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$89,000 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$89,000 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $89,000 is available from FY 2024/2025 appropriations for the Water Transmission Operations & Maintenance fund. No additional appropriation is required.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1 - Amended Agreement with GP Crane & Hoist
Attachment 2 - Competitive Selection Process Memo
Related Items “On File” with the Clerk of the Board:
None.