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Agenda Item
ASR
Control 24-000136 |
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MEETING
DATE: |
03/26/24 |
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legal entity taking action: |
Board
of Supervisors |
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board of supervisors district(s): |
All
Districts |
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SUBMITTING Agency/Department: |
Sheriff-Coroner (Approved) |
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Department contact person(s): |
Brian
Wayt (714) 647-1803 |
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Dave
O'Connell (714) 647-1803 |
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Subject: Approve
Amendment Number Three to Baker Electric & Renewables LLC Contract
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ceo CONCUR |
County Counsel Review |
Clerk of the
Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current
Year Cost: $459,452 |
Annual
Cost: FY 2024-25 $440,548 |
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Staffing
Impact:
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No |
#
of Positions: |
Sole
Source: No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 7/18/2023 #10, 5/10/2022 #17,
4/28/2020 # 3 |
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RECOMMENDED
ACTION(S):
Authorize the
County Procurement Officer or Deputized designee to execute Amendment Number
Three to the contract with Baker Electric & Renewables LLC dba Baker
Electric for the maintenance and repair of high and medium-voltage equipment
to:
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1. |
Increase the
current contract by $300,000, for a new not to exceed cumulative amount of
$600,000, effective upon Board approval through May 14, 2024, as well as to
partially revise Attachment B, Compensation and Pricing Provisions, Section
2. Fees and Charges to add Specialized Equipment Rental term; and |
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2. |
Renew the contract for a one-year term,
effective from May 15, 2024, through May 14, 2025, in an amount not to exceed
of $600,000, for a cumulative amount of $1,200,000, and revise Attachment B,
Compensation and Pricing Provisions, Section 2. Fees and Charges to increase
the hourly rates. |
SUMMARY:
Approval of
Amendment Number Three to the Baker Electric & Renewables LLC dba Baker
Electric contract will allow the Sheriff-Coroner Department to maintain and
repair high and medium-voltage equipment to ensure provision of electricity for
critical systems.
BACKGROUND
INFORMATION:
The
Sheriff-Coroner Department (Sheriff) requires a contract for preventative
maintenance, predictive maintenance, electrical testing, installation,
electrical equipment replacement and emergency repair services to Sheriff's facilities'
high and medium-voltage systems in order to maintain the optimum level of
operational efficiency. Examples of the types of electrical equipment that are
maintained, tested, installed, repaired or replaced are: pole-mounted
transformers, pad-mounted transformers, vault-mounted transformers, overhead
cables, underground cables, fittings, connections, splices, shielded and
non-shielded systems, breakers, fuses, underground and overhead conductors,
poles and their related systems appurtenances, distribution switchgear systems,
sub-systems, panels, analog and digital relays and control wiring.
In the fall of 2019, an Invitation for Bid
was issued for preventative maintenance, predictive maintenance, electrical
testing, installation, electrical equipment replacement and emergency repair
services. Three bids were received.
The bids were evaluated and Baker Electric & Renewables LLC dba Baker
Electric (Baker) was deemed to be the most responsive and responsible
bidder.
The following
table details the recent contract history with Hampton and Baker on similar
projects.
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Board of Supervisors (Board) Approved |
Contract/Amendment |
Contract Term |
Contract Amount |
Comments |
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4/28/20 |
Contract
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5/15/20
- 5/14/22 |
$600,000 |
New Contract
MA-060-2001105 with Baker Approved pursuant to the County's 2019 CPM Section
3.3-102. |
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5/10/22 |
Amendment
Number 1 |
5/15/22
- 5/14/23 |
$300,000 |
Renewed contract
MA-060-20011205 pursuant to the County's 2021 CPM Section 3.3-102. |
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7/18/23 |
Amendment
Number 2 |
5/15/23
- 5/14/24 |
$300,000 |
Renewed contract
MA-060-200100205 pursuant to the County's 2021 CPM Section 3.3-102. |
Sheriff now requests Board approval of the
Baker Amendment Number Three, as noted in the Recommended Action. This
amendment is needed to increase the current amount by $300,000, for a new not
to exceed cumulative amount of $600,000, effective upon Board approval through
May 14, 2024. This increase is needed due to a rise in repair work for
high-voltage electrical repairs. Additionally, Sheriff requests approval of
Amendment Number Three to renew the Baker contract for a one-year term of May
15, 2024, through May 14, 2025, in the amount of $600,000, for a cumulative
amount of $1,200,000. Sheriff will bid out services prior to the expiration of
the contract.
This contract does not currently include
subcontractors or pass through to other providers. See Attachment C for the Contract Summary
Form. The Orange County Preference Policy is not applicable to this contract
amendment. The Contractor’s performance has been confirmed as satisfactory.
Sheriff has verified there are no concerns that must be addressed with respect
to Contractor’s ownership, litigation status and conflicts with County
interests.
FINANCIAL IMPACT:
Appropriations for
this contract are included in the Sheriff-Coroner's FY 2023-24 Budget for
Budget Control 060, and will be included in the budgeting process in future
years. This contract contains language allowing the Sheriff-Coroner Department
to terminate the contract or reduce the level of services without penalty with
cause or without cause in the event that funding is reduced and/or not
available to continue funding the contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number
Three to Contract MA-060-20011205
Attachment B - Redline of Previous Amendment
Attachment C - Contract Summary Form