DATE: September 5, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services Department/Chief Information Officer
SUBJECT: Declaration of Emergency Regarding Loss of Power Incident at Fresno County University Medical Center Campus
RECOMMENDED ACTION(S):
TITLE
1. Adopt Resolution acknowledging the emergency nature of the power outage incident at the Fresno County University Medical Center (UMC) Campus and ratify all agreements, contracts, and other documents that the Director of the Internal Services Department/Chief Information Officer approved and entered into for services and supplies for the response and repair for this incident;
2. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual and extraordinary circumstances for all agreements, contracts, and other documents for services, equipment, and supplies necessary for the repairs and associated costs to restore power and remediate any damages at the UMC Campus;
3. Authorize the Director of Internal Services Department/Chief Information Officer to negotiate and execute agreements and other documents necessary for the response and repair of the UMC property, upon terms that the Director deems necessary and, in the County’s, best interest, subject to approval as to legal form by County Counsel and as to accounting form by the Auditor-Controller/Treasurer-Tax Collector; and
4. Adopt Budget Resolution increasing the FY 2023-24 appropriations and estimated revenues for the Internal Services Department, Facility Services Org 8935 in the amount of $2,000,000 (4/5 vote).
REPORT
Approval of the first recommended action will acknowledge the emergency nature of the power outage incident at the UMC campus, and ratify prior undertakings related to the emergency by the Director of Internal Services Department/Chief Information Officer (Director/CIO) in conjunction with the County Administrative Officer. Approval of the second and third recommended actions will suspend the competitive bidding process in accordance with Administrative Policy No. 34 and authorize the Director/CIO to procure and obtain any additional necessary remediation and restoration services related to the UMC power outage in a timely manner, above the $200,000 aggregate threshold provision contained in the Purchasing Manual, up to an amount not to exceed $2,000,000. Approval of the fourth recommended action will ensure the Internal Services Department - Facilities Division (ISD-Facilities) has sufficient appropriations in the FY 2023-24 Facilities Services Org 8935, for the necessary repairs. The affected buildings on the campus are occupied and are essential 24-hour facilities that serve the Department of Behavioral Health and Department of Social Services. This item pertains to a location in District 3.
ALTERNATIVE ACTION(S):
There is no viable alternative action. Without immediate restoration services, the property will continue to be unusable due to a lack of electrical power and will negatively impact department operations.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The second recommended action suspends the customary competitive bidding process consistent with the “unusual or extraordinary circumstances” exception contained in Administrative Policy No. 34, due to the fact that the emergency nature of this power loss requires an immediate response. Internal Services Department - Purchasing Division (ISD - Purchasing) has reviewed the request and concurs with the Department’s request to suspend the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Approval of the fourth recommended action will increase the FY 2023-24 appropriations and estimated revenues in the amount of $2,000,000 in the ISD - Facility Services Division Org 8935, to cover the costs associated with the repairs. All costs associated with the repairs will be funded through chargebacks to respective departments.
DISCUSSION:
The UMC campus is located at Cedar Avenue and Kings Canyon Road. The campus includes two six-story towers, with a four-story connecting wing, and various low-rise additions. On August 10, 2023, at approximately 5:30 a.m., a power failure was reported to ISD - Security, who then contacted ISD - Facilities. Due to the locations impacted by the power outage, several departments including Social Services, Behavioral Health, Emergency Services, and Internal Services are all collaborating to identify alternate temporary work locations for impacted staff to continue providing services for the short-term and potentially long-term while minimizing the impact on community healthcare systems. ISD - Facilities anticipates extensive work will be required to repair damage caused by the electrical incident.
Approval of the recommended actions will acknowledge the emergency at the UMC campus as a result of the power outage and allow the electrical infrastructure at the UMC campus to be restored as quickly and efficiently as possible.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition Acquisition Request
On file with Clerk - Resolution
On file with Clerk - Budget Resolution
CAO ANALYST:
Ahla Yang