DATE: January 28, 2025
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/Interim Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Electric Power Systems International, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Electric Power Systems International, Inc., to provide high-voltage electrical repair, maintenance, inspection and certification services as needed, effective upon execution for a potential five-year term, including a three-year initial term with two optional one-year extensions, total not to exceed $3,500,000.
REPORT
There is no additional Net County Cost associated with the recommend action, which will allow the Internal Services Department - Facility Services Division (ISD-Facility Services) to contract with Electric Power Systems International, Inc. (EPSI) for high-voltage electrical repair, maintenance, inspection and certification services as needed. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended Agreement, ISD-Facility Services would be without an efficient method of obtaining high-voltage electrical repair, inspections, or certifications required for County buildings. ISD-Facility Services would need to increase staff, and expend staff time and resources, to bid solicitations for each repair, inspection and certification, which could affect operations from the increased time required to take action for necessary repairs and associated inspections and certifications.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum compensation for the recommended Agreement is $3,500,000 and will be funded by chargebacks to user departments. Sufficient appropriations and estimated revenues are included in the ISD-Facility Services Org 8935 FY 2024-25 Adopted Budget and will be included in subsequent budget requests.
DISCUSSION:
The County has a need for high-voltage electrical repair, maintenance, inspection and certification services. High voltage systems include those over 480 volts and/or 500 amps. Working on these types of systems require specialized training and certification, which fall outside of the expertise and job requirements of County staff. Historically, ISD-Facility Services has been responding to emergencies via Purchase Orders as incidents occur. The recommended Agreement will address these emergency situations and allow for more regular servicing to ensure systems are more effectively maintained.
On July 30, 2024, the Internal Services Department - Purchasing Division (ISD-Purchasing) released Request for Quotation (RFQ) No. 25-008, requesting bids from qualified vendors for high-voltage electrical repair, maintenance, inspection and certification services, on an “as-needed” basis, at locations throughout the County. ISD-Purchasing received two quotes by the closing date of August 20, 2024, of which EPSI was the lowest bidder. A tentative award was issued on September 19, 2024.
Approval of the recommended action will allow EPSI to provide high-voltage electrical repair, maintenance, inspection and certification services throughout the County, as needed. This includes services such as installation of overhead and underground electrical conductors, replacing power poles, cross arms, and transformers, inspection, service and repair or replacement of high-voltage transmission lines, conduit, or other related structural components. The recommended Agreement term is for a potential of five-years, consisting of a three-year initial term with two optional one-year extensions. The total compensation for the initial three-year term is $2,500,000. In the event the contract is extended to Years 4 and 5, the total compensation will increase to $3,000,000 and $3,500,000, respectively. In no event shall the potential five-year costs of the recommended Agreement exceed $3,500,000.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with EPSI
CAO ANALYST:
Amy Ryals