Agenda Item Name:
Title
“FOR INFORMATION ONLY” for inclusion into the Board’s minutes, approved Emergency Certification Form and Chair signed Change Order #1, to Purchase Order 2021-1907, to Eola Power, LLC., in the amount of $18,600.00, revised Purchase Order Total is $110,500.00, for the emergency 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, Procurement Manager
Description:
Eola Power, LLC., Emergency Change Order 1 to 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 change order 1 to the purchase order in the Board’s minutes. The revised Purchase Order Total is $110,500.00.
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Prior Board Motions:
August 10, 2021, Board accepted Emergency Purchase Order 21-1907, in the amount of $91,900.00. Agenda File ID 21-0659.
Fiscal Consideration:
Fiscal Consideration
Sufficient budget exists in account 001.19.1912.529.46.00
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Background:
Staff received quotes for UPS #2 and UPS #3 to have the capacitors, and fans replaced as they are the same age as the UPS #1 (that went to the Board on 8/10/21) and the cause of the fire.
It is the recommendation of Public Works to add $18,600.00 to PO 21-1907 for the cost of the capacitors and fans for UPS #2 and UPS #3. Total revised purchase order amount is $110,500.00. The original purchase order was $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.
Original Purchase Order: $ 91,900.00
Change Order 1: $ 18,600.00
Revised Purchase Order Total: $110,500.00
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 working 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 received a proposal to have a portable unit brought to the site as a temporary replacement. This proposal is to rent the UPS equipment for 9 weeks as we await the delivery and installation of the new replacement UPS.
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.