Submitted By: Kimberly Foster
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Presentation By: Doug Peebles
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Department: Electric Utility
STAFF RECOMMENDATION (Motion Ready):
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Approve award of a piggyback agreement to Electric Machine Control, Inc. for the provision of electrical contractor services with an estimated aggregate expenditure of $200,000
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence
PROOF OF PUBLICATION:
Bid issue date: March 22, 2024
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BACKGROUND:
Ocala Electric Utility (OEU) employs one journeyman relay technician. Ongoing projects have significantly increased in volume and complexity, increasing demand for technicians. Advanced construction and intricate relay work require additional support from highly skilled professional electrical contractors. To maintain high service standards and meet project deadlines, experienced professionals with the expertise to support staff must be employed.
Contractors provide expertise in installing, programming, testing, troubleshooting, and maintaining protective relays and supervisory control and data acquisition (SCADA) systems. These relays and systems are crucial for communication between substations and system operations. Relays protect the system by managing the connection between breakers and power lines. Proper relay control and communication are essential to prevent system failures and notify operations of issues.
FINDINGS AND CONCLUSIONS:
After a competitive procurement process, the City of Gainesville d/b/a Gainesville Regional Utilities (GRU) entered into a contract with Electric Machine Control, Inc. for the provision of electrical contractor services, GRU Contract Number 2023-020-B, for a term commencing May 1, 2023 and ending on May 1, 2026. The GRU contract offers one optional two-year extension upon mutual agreement of the parties.
On March 22, 2024, after evaluation of the GRU contract and the underlying solicitation, Procurement and Contracting Department staff granted OEU’s request for a procurement exception to piggyback the GRU contract. The GRU contract was competitively bid and GRU has agreed to extend pricing and services to the City of Ocala under the same terms and conditions, which maximizes best value to the City.
Procuring the services by enhancing OEU’s operational technology support, thereby improving grid reliability and safety by ensuring effective communication between relays and the SCADA network. Given the technical nature of the work and the need for immediate and precise execution, staff recommends approval of the cooperative purchasing agreement.
FISCAL IMPACT:
Funding for this request will be budgeted in Fiscal Year 2024-25 accounts:
• 457-032-234-531-53-34010 and 457-032-277-531-53-34010
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This Agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
• Table
• Deny