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Regular Agenda Item 2. C.

Regular BOS Meeting

Meeting Date:	04/02/2019
Submitted For:	Malissa Buzan	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2019-2020	Budgeted?:	Yes
Contract Dates Begin & End:	04-02-19 to 04-01-20	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Two (separate) contracts with Mountain Retreat Builders and Advantage Home Performance, Inc. to provide weatherization services.

Background Information

The Gila County Community Services Department receives Southwest Gas (SWG), Low Income Home Energy Assistance (LIHEAP), Department of Energy (DOE), and Arizona Public Service (APS) funding for the County to provide weatherization services to eligible clients. To ensure that weatherization projects remain on schedule, staff would prefer to engage two qualified contractors for these projects: Mountain Retreat Builders and Advantage Home Performance, Inc. These companies meet the certification requirements of the associated funding contracts. The contracts would be required to submit a bid through the County's informal bid process. If either company is the successful bidder, a contract will already be in place with the County. The County also seeks to receive bids from any other qualified bidders through the County's informal bid process for each weatherization project.

Evaluation

These two companies meet the certification requirements of the associated funding contracts that are executed between Gila County and each of the following fund sources: SWG, LIHEAP, DOE and APS. In the past, the County has utilized these two companies for weatherization projects and has been pleased with their performance. These two companies are often the lowest bidder. Each company will be required to submit a bid through the County's informal bid process and by having a contract in place with each of these companies, the Community Services Department will only need to submit a purchase order to the Finance Department to begin a particular weatherization project.

The total contract amount for each contract shall not exceed $249,539. Of that amount, funds for services shall not exceed: $12,665 of SWG funds; $116,978 of LIHEAP funds; $29,896 of DOE funds; and $90,000 of APS funds. Each contract shall be for a period of one year and it will expire on April 1, 2020. The total amount of funding from the sources (as stated above) is $249,539. Each contract has the option to renew for 3 one-year periods.

Conclusion

By approving Contract No. 022219 with Mountain Retreat Builders and Contract No. 022419 with Advantage Home Performance, Inc., a contract will be in place should either company be the successful bidder as determined by the County's informal bid process. In this way, the Community Services Department will only need to submit a purchase order to the Finance Department to begin a weatherization project. The Community Services Department with the Finance Department will track the amount of funds used per funding source.

Recommendation

The Gila County Community Services Department Director recommends that the Board approve Contract Nos. 022219 and 022419.

Suggested Motion

Information/Discussion/Action to approve Contract No. 022219 with Mountain Retreat Builders and Contract No. 022419 with Advantage Home Performance, Inc. in a not exceed amount of $249,539 through April 1, 2020, to expedite the commencement of weatherization projects should either company be determined as the low bidder through the County's informal bid process for each weatherization project. (Malissa Buzan)

Attachments
Service Agreement No. 022419 with Advantage Home Performance, Inc.
Service Agreement No. 022219 with Mountain Retreat Builders
Attachment A-Advantage Home Performance, Inc.
Attachment B-Mountain Retreat
Attachment D-Scope of Work Weatherization