To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Purchase Order Amendment with Access Hardware Supply, Inc., Countywide.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute, on behalf of the Public Works Director, a purchase order amendment with Access Hardware Supply, Inc. to increase the payment limit by $5,000,000 to a new payment limit of $5,800,000 and extend the term through March 3, 2031, for various door hardware, locksets, lock cylinders, ADA hardware, anti-ligature hardware, access system hardware, and all related items as needed, Countywide.
FISCAL IMPACT:
Facilities Maintenance Budget. (100% General Fund)
BACKGROUND:
The Public Works Department, Facilities Services Division, is responsible for maintaining all County buildings and properties. Facilities Services has a California Multiple Award Schedule (CMAS) agreement with Access Hardware Supply, Inc. (CMAS pricing #: 3-21-10-1006) for the purchase of door and access system hardware. The original term of the blanket purchase order agreement was February 1, 2024 through March 3, 2026 with a payment limit of $199,000.
The Public Works Department has leveraged the CMAS agreement to purchase door hardware, locksets, lock cylinders, ADA hardware, anti-ligature hardware, access system supplies, door closers, hinges, and all related items as needed by the Public Works Department with Blanket Order Number 029698. On November 5, 2024, the Board approved an amendment to add an additional $601,000 to the blanket purchase order, bringing the total to $800,000.
The CMAS agreement has recently been extended by the State so the existing blanket purchase order with Access Hardware Supply, Inc. requires an extension. The CMAS Agreement 3‑21‑10‑1006, Supplement #2 now carries a revised term of October 5, 2021 through March 3, 2031, with an effective date of May 21, 2026.
Since all purchase orders issued under a CMAS contract must align with the active CMAS term, the current purchase order must also be extended to remain compliant. Extending the purchase order ensures continued access to competitively awarded pricing for security hardware, access control components, and related goods used throughout County facilities, and allows Facilities to maintain uninterrupted procurement under the same statewide contract.
Facilities Services is requesting approval for Amendment No. 2, which increases the dollar amount by $5,000,000 bringing the total of the purchase order to $5,800,000 and extends the term through March 3, 2031 to align with the current CMAS agreement.
CONSEQUENCE OF NEGATIVE ACTION:
If this purchase order amendment is not approved, procurement of door hardware, locksets, ADA compliant hardware, and other related items from Access Hardware Supply, Inc. will discontinue.