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Chief Administrative Office, Facilities Division in conjunction with Procurement and Contracts, recommending the Board ratify the Purchasing Agent's signature on the attached agreement with EMCOR Services - Mesa Energy Systems, Inc for the purchase and installation of a Chiller in the amount of $69,250 for the El Dorado Center in South Lake Tahoe which was purchased on an emergency basis to ensure continued operations of County business.
FUNDING: Accumulated Capital Outlay Fund.
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DEPARTMENT RECOMMENDATION
The Chief Administrative Office, Facilities Division is recommending that the Board ratify the Purchasing Agent's signature on the attached agreement with EMCOR Services - Mesa Energy Systems for the purchase and installation of a Chiller for the El Dorado Center in South Lake Tahoe.
DISCUSSION / BACKGROUND
The El Dorado Center, located at 3368 Lake Tahoe Boulevard in South Lake Tahoe, comprises 54 Health and Human Services Agency (HHSA) staff persons and Social Service programs such as Income Maintenance and Child Welfare. A facility assessment of this location performed in 2013 identified the heating, venting and air conditioning (HVAC) system as deficient and antiquated and that significant failure could be imminent. The system is original to the facility and was installed in 1960. Facility staff has been performing several preventive maintenance and repair tasks to keep the system functional while a long term solution to the multitude of building problems was researched.
On March 13, 2018, the Board approved the HHSA El Dorado Center Campus Project, along with the purchase of property in close proximity (3368 Sandy Way), and a plan was launched to address the long standing issues. Unfortunately, the El Dorado Center has experienced an unrepairable HVAC equipment failure. The failure of this equipment has resulted in the loss of air conditioning for the El Dorado Center. The purchase and installation of a new chiller was required for the continued operations of services provided out of the El Dorado Center. If a new chiller was not found and installed immediately, staff would need to be relocated to a different facility which would result in a disruption of necessary services for the public. Therefore staff are treating the purchase and installation of a new chiller as an emergency purchase. Emergency purchases are exempt from competitive bidding as bidding would not be in the public's interest because of an emergency.
Per section 5.3 of the El Dorado County Purchasing Policy, emergency purchases, including those in excess of an individual's normal purchasing authority, may be made by the purchasing agent. Emergency purchases shall be reported to the Board no later than 30 days from the date of the emergency. On Wednesday, June 20th, the Purchasing Agent signed a scope of work with EMCOR Services - Mesa Energy Systems to purchase and install a new temporary chiller at the El Dorado Center in an amount of $69,250.
The HVAC chiller equipment purchased may either be sold or repurposed once the overall project is completed. If the chiller is sold, proceeds will go back into the ACO fund for facilities projects.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is budget available in the Fiscal Year of 2017-18 ACO budget. There is no General Fund impact.
CLERK OF THE BOARD FOLLOW UP ACTIONS
NA
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Manager