To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Purchase Agreement with Cummins, Inc. for Emergency Generators for Courthouse Transformers and Electrical System Upgrades, County of Humboldt Project No. 170239
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and authorize Chair of the Board to execute, the attached Purchase Agreements with the Cummins regarding the procurement of electrical equipment and service agreements in the amount of $664,676.40;
2. Authorize the Public Works Director, or a designee thereof to execute any and all subsequent amendments to the attached Purchase Agreements with Cummins, after review and approval by County Counsel, Risk Management and the County Administrative Office; and
3. Direct the Clerk of the Board to return one (1) fully executed original copy of the attached Purchase Agreements with Cummins to the Public Works Department, Facilities Management Division for further processing.
Body
SOURCE OF FUNDING:
California Governor’s Office of Emergency Services, Public Safety Power Shutoff (PSPS) Grant
Humboldt County Sheriff’s Office (1100221801)
Public Works Capital Projects (3562170)
DISCUSSION:
On Aug. 30, 2022, your Board approved the selection of PACE Engineering, Inc. as the consulting firm to provide electrical engineering services for the Courthouse Transformers and Electrical System Upgrade Project. To meet expenditure deadlines required by the funding source and reduce delays in completion of the project, PACE has identified key pieces of electrical equipment with long lead times that may be purchased directly by the county in advance of construction of the project. This equipment consists of two (2) emergency generator sets: each generator set is comprised of a diesel engine power plant that drives an alternator to produce electricity, an outdoor acoustically rated weather enclosure, and a subbase fuel tank as further described in the attached Purchase Agreements. A 5-year Planned Equipment Maintenance Agreement is included for each generator set. One (1) generator set will be located at the county’s Information Technology (I.T.) Building, located at 839 4th Street, and one (1) will be located at the Courthouse/Corrections Facility/Community Corrections Re-Entry Resource Center (CCRRC), located at 826 4th Street.
Utilizing the Sourcewell cooperative purchasing program, staff have received pricing proposals from multiple manufacturers qualified to supply the equipment; Caterpillar, Cummins, and Kohler. Upon review, Cummins provided the most competitive pricing for this equipment. A tabulation of the proposals follows:
|
Vendor (Manufacturer) |
Price for Generator Sets & Service Agreements |
|
Bay City Electric Works (Kohler) Option 1 |
$676,559.96 |
|
Bay City Electric Works (Kohler) Option 2 |
$717,499.44 |
|
Peterson Power Systems (Caterpillar) |
$1,059,246.00 |
|
Cummins Sales & Service (Cummins) |
$664,676.40 |
Additional work needed for installation of generator sets will need to be bid and will include off-loading/placement (requiring a crane) and site work. Additional fuel tanks for the Courthouse/Corrections Facility/CCRRC generator will need to be added to provide a minimum 72-hour fuel supply. These items will be brought to the Board of Supervisors at a later date.
FINANCIAL IMPACT:
|
Expenditures |
FY23-24 |
FY24-25 Projected |
FY25-26 Projected |
|
Budgeted Expenses (3562170) |
|
$52,530 |
$242,234 |
|
Budgeted Expenses (1100221801) |
$369,913 |
|
|
|
Total Expenditures |
$369,913 |
$52,530 |
$242,234 |
|
Funding Sources |
FY23-24 Adopted |
FY24-25 Projected* |
FY25-26 Projected* |
|
Use of Fund Balance (3562170) |
|
$52,530 |
$242,234 |
|
State/Federal Funds (1100221801) |
$369,913 |
|
|
|
Total Funding Sources |
$369,913 |
$52,530 |
$242,234 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
Total cost estimates for the Courthouse Transformers and Electrical System Upgrade Project is approximately $1.5 million. Funding for this project is in the Public Works, Capital Projects budget, 3562170-8626, in the amount of $899,068 and $369,913 from the California Governor’s Office of Emergency Services Public Safety Power Shutoff (PSPS) Grant is budgeted in the Sheriff’s PSPS budget 1100221801. Additional funding is anticipated from the Judicial Council of California per their Joint Occupancy Agreement with the county for 33.77% of the courthouse portion of the project.
The attached Purchase Agreements with Cummins has a total amount payable of $639,614 plus tax for the purchase of the generators. Sales tax was excluded from proposals due to uncertainties associated with taxable items in Service Agreements. Anticipated delivery dates are September 2024 for the I.T. Building generator set and June 2025 for the Courthouse/Corrections generator set. A deposit of is required for the order of the units. Planned Equipment Maintenance Agreements for the units are $25,063 over a five-year period. Sufficient funds have been budgeted in 3562170 and 1100221801.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
There a no staffing impacts with the approval of this item.
STRATEGIC FRAMEWORK:
This action supports the following areas of your Board’s Strategic Framework.
Core Roles: Strengthen climate change resiliency and providing for and maintaining infrastructure.
New Initiatives: Manage our resources to ensure sustainability of services.
Strategic Plan: N/A
OTHER AGENCY INVOLVEMENT:
Humboldt County Sheriff’s Office
Governor’s Office of Emergency Services (CalOES)
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board could choose not to approve the agreement or allow the Chair to sign such agreements, however this alternative is not recommended as it will prevent utilization of a significant funding source for this project.
ATTACHMENTS:
1. Purchase Agreements with Cummins Inc. for the procurement of one (1) generator set for the Courthouse/Corrections Facility.
2. Purchase Agreements with Cummins Inc. for the procurement of one (1) generator set for the I.T. Building
3. One (1) 5-year Planned Equipment Maintenance Agreements with Cummins Inc. for maintenance of the generator set at the Courthouse/Corrections Facility.
4. One (1) 5-year Planned Equipment Maintenance Agreements with Cummins Inc. for maintenance of the generator set at the I.T. Building.
5. Sourcewell Contract with Cummins Inc., Solicitation Number: RFP #0922222.
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-27, D-16, D26
Meeting of: 12/10/19, 5/10/22, 8/30/22
File No.: 19-1694, 22-495, 22-703