To: Boards of Directors, Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley, South Park County Sanitation Districts
Department or Agency Name(s): Sonoma County Water Agency, Occidental, Russian River, Sonoma Valley, South Park County Sanitation Districts
Staff Name and Phone Number: Anjenette Hayre / 707-521-1830
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
As-Needed Electrical Maintenance Services
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Eaton Corporation for as-needed electrical maintenance services through March 24, 2025, in the not-to-exceed amount of $800,000.
end
Executive Summary:
The Sonoma County Water Agency and its affiliated sanitation districts and sanitation zones (Sonoma Water) require electrical maintenance services, including electrical equipment troubleshooting, preventative maintenance, and repair.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water requires as-needed maintenance of electrical equipment including medium- and low-voltage transformers, switchgears, motor control centers, generators, synchronization controls, and appurtenances. Maintenance of this electrical equipment will optimize performance and help prevent equipment failure.
A large amount of Sonoma Water’s switchgear equipment is manufactured by Westinghouse. Cutler-Hammer, Inc., a subsidiary of Eaton Corporation, is authorized to repair Westinghouse switchgears. Eaton Corporation currently manufactures Westinghouse distribution equipment.
Sonoma Water and Eaton Corporation have entered into various service agreements for inspection and repair services of medium voltage switchgear for Sonoma Water facilities since December 2000.
SELECTION PROCESS
On April 18, 2019, Sonoma Water issued a Request for Statements of Qualifications to the following four firms: ßCR) are we awarding in July 2020 for this project based on an over 1 year old RFQ? If so, please explain why we aren’t refreshing the RFQ results info. It took awhile to execute the agreement. RFQ’s are typically valid for 3 years.
1. Eaton Corporation, Livermore, CA
2. Vince Sigal Electric, Santa Rosa, CA
3. Cal Electro, Inc., Redding, CA
4. Hart High Voltage, Yuba City, CA
The Request for Statements of Qualifications was also posted on the Sonoma Water and County of Sonoma Purchasing Department websites.
The four firms listed below submitted Statements of Qualifications:
1. Eaton Corporation
2. Halco Testing Services
3. Vince Sigal Electrical, Inc.
4. Hart High Voltage
The following criteria were used to evaluate each firm:
1) Thoroughness of Statements of Qualifications
2) Professional qualifications and demonstrated ability to perform the work
3) Exceptions to agreement terms
Based on the evaluations, the following firms were selected for the list of qualified consultants:
1. Eaton Corporation
2. Halco Testing Services
3. Vince Sigal Electrical, Inc.
4. Hart High Voltage
Eaton Corporation (Service Provider) was selected to perform the work under this agreement because of its strong experience and qualifications, and Service Provider’s proximity to Sonoma Water. Service Provider is also the original equipment manufacturer representative for the majority of the electrical equipment Sonoma Water owns; this is an advantage because Service Provider’s technicians are certified factory trained on the brands of equipment currently being operated by Sonoma Water. This also expedites procurement of replacement parts.
SERVICES TO BE PERFORMED
Under the proposed agreement, Service Provider will conduct as-needed electrical maintenance including troubleshooting, preventative maintenance, and repair of equipment including medium- and low-voltage transformers, switchgears, motor control centers, generators, synchronization controls, and appurtenances. In addition, Service Provider will prepare test reports and field service reports for the equipment serviced.
The cost of services will not exceed $800,000; the term end date is March 24, 2025.
The agreement includes two options for Sonoma Water to extend this agreement for a period of one year each by providing written notice to Service Provider thirty days in advance of the expiration date of the agreement and of the first extension option.
Prior Board Actions:
01/28/2014: Approved agreement between Sonoma Water and Eaton Electrical, Inc. for Maintenance Services for Switchgears, Transformers, and Appurtenances. Cost $300,000; term end September 30, 2016.
04/08/2008: Approved agreement between Sonoma Water and Eaton Electrical, Inc. for Maintenance Services of Low and Medium Voltage Switchgears, Transformers, and Appurtenances. Cost $180,000; term end June 30, 2010.
04/06/2004: Approved agreement between Sonoma Water and Eaton Electrical, Inc. for Maintenance Services of Low and Medium Voltage Switchgears, Transformers, and Appurtenances. Cost $200,000; term end June 30, 2007.
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$167,000 |
$167,000 |
$166,000 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$167,000 |
$167,000 |
$166,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$167,000 |
$167,000 |
$166,000 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$167,000 |
$167,000 |
$166,000 |
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $167,000 is available from FY 2019/2020 appropriations for the Water Transmission Fund, for the Occidental, Russian River, South Park, and Sonoma Valley County Sanitation Districts’ Operations Funds, and for the Airport/Larkfield/Wikiup, Geyserville, Penngrove, and Sea Ranch Sanitation Zones’ Operations Funds. The actual expenditures will vary per fund, due to the condition of electrical equipment at each facility pending inspections and testing. The revenue source for the Water Transmission Fund is water rates and for the Districts and Zones is rate-payer annual sewer service charges. FY 2020-2021 and FY 2021/2022 appropriations will be budgeted in those fiscal years.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Agreement with Eaton Corporation
Related Items “On File” with the Clerk of the Board:
None.