Agenda Item Name:
Title
“FOR INFORMATION ONLY”, for inclusion into the Board’s minutes, Signed Emergency Certification Form and Purchase Order 2021-1907, to Eola Power, LLC., in the amount of $91,900.00, for the emergency rental of a temporary, portable unit and replacement of the Uninterrupted Power Supply Unit (UPS) equipment at the Alachua County Jail for Public Works, Critical Facilities.
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Presenter:
Ramon D, Gavarrete, 352.548.1214/Larry Sapp, 352.374.5202
Description:
Eola Power, LLC, Emergency Purchase Order 2021-1907
Recommended Action:
Recommended Action
Accept this report of the emergency purchase and include the signed Emergency Certification Form and a copy of the emergency purchase order in the Board’s minutes.
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Prior Board Motions:
N/A
Fiscal Consideration:
Fiscal Consideration
There is sufficient budget in account: 001.19.1912.529.46.00
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Background:
The (ACSO) Jail had an Uninterrupted Power Supply Unit (UPS) catch on fire Friday night June 25th. Public Works Critical Facilities contacted EOLA Power Company for emergency service Friday night. EOLA came to the Jail and assessed the damage. UPS #1 needs to have the capacitors, fans, and fan board replaced. Critical Facilities staff is worked with EOLA to schedule this needed repair.
Parts arrived on 6/30/21 and EOLA staff was on site to replace the needed UPS equipment. As EOLA staff disassembled UPS #1 they encountered more damage than expected. The unit was damaged beyond repairs, it was recommended to replace UPS #1. Critical Facilities received a revised proposal to have UPS #1 replaced with a 75 KVA unit this replacement is turnkey. The current lead time on this unit is 8 weeks.
To mitigate any UPS issues at the County Jail Critical Facilities staff also received a proposal to have a portable unit brought to the site as a temporary replacement. The proposal was to rent the UPS equipment for 9 weeks as we await the delivery and installation of the new replacement UPS.
Public Works recommended an emergency purchase order in the amount of $91,900.00 to EOLA Power. $69,500.00 is the cost of the replacement UPS unit turnkey and $22,400.00 is the cost of the temporary UPS equipment rental.
This emergency purchase is exempt from the County's competitive bidding requirements pursuant to Section 22.3-302(16) of the Alachua County Procurement Code. Pursuant to section 22.2-203(3) of the procurement code, bid awards, purchase orders or change orders that exceed $50,000 shall be placed before the Board of County Commissioners for approval. The Emergency Procurement Procedure states that purchases over $50,000 shall be presented to the Board of County Commissioners on a “For Information Only” basis, at the next scheduled meeting immediately following the purchase.