FROM: James D. Herberg, General Manager
Originator: Rob Thompson, Assistant General Manager
SUBJECT:
title
UPS AND BATTERY CHARGER MAINTENANCE
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GENERAL MANAGER'S RECOMMENDATION
recommendation
RECOMMENDATION:
A. Approve a purchase order service contract with Odyssey Power Corporation for uninterruptible power supply (UPS) and battery charger inspection and preventative maintenance services for Plant Nos. 1 and 2 and pump stations, per Specification S-2019-1081BD, for a total amount not to exceed $125,490 for the period of October 1, 2019 through September 30, 2020, with four, one-year renewal options; and
B. Approve a contingency of $25,098 (20%) for each contract period.
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BACKGROUND
The Orange County Sanitation District (the Sanitation District) contracts routine inspection and preventative maintenance for UPS and battery chargers. The UPS and battery charger systems provide continuous power to loads after a utility loss until standby generators provide power and allows continuous monitoring of treatment plant process and pump station status during a power outage. The intent of this service contract is to ensure reliable, functioning battery back-up power for critical operational equipment and IT equipment located throughout the Sanitation District’s treatment facilities; keeping business systems up and running when electricity supply is disrupted.
RELEVANT STANDARDS
• Maintain a proactive asset management program
• 24/7/365 treatment plant reliability
PROBLEM
Currently, there are over 160 UPS and battery charger locations with various manufacturers and models that require routine inspection and preventative maintenance throughout Plant Nos. 1 and 2 and pump stations. Preventative maintenance associated with UPS and battery chargers requires the combination of specialized technical skills and highly technical pieces of electronic equipment. The lack of proper routine inspection and maintenance could lead to catastrophic and costly failures.
PROPOSED SOLUTION
Staff recommends a purchase order service contract to provide routine inspection and preventative maintenance of UPS and battery chargers as outlined in Specification No. S-2019-1081BD. Having this service contract in place would ensure the reliability of UPS and battery chargers, minimizing the effect of electricity supply disruptions while prolonging the life of these critical back-up power systems.
TIMING CONCERNS
N/A
RAMIFICATIONS OF NOT TAKING ACTION
Without proper routine inspection and preventative maintenance, failure of critical communications and control systems could result if the Sanitation District loses primary electrical utility power at Plant Nos. 1 and 2 or pump stations. Upon failure and loss of all power, there is a possibility of a spill and environmental impact to local and surrounding areas.
PRIOR COMMITTEE/BOARD ACTIONS
September 2018 - Approve purchase order renewal for final year of contract services with Camali Corp. for UPS and battery charger maintenance for Plant Nos. 1 and 2 and pump stations, per Specification No. S-2014-619, for preventative maintenance services.
ADDITIONAL INFORMATION
With the existing service contract set to expire on September 30, 2019, a new bid posting was advertised on June 7, 2019. Four competitive bids were received. These bids were evaluated in accordance with the Sanitation District’s policies and procedures. Staff recommends awarding a service contract to the lowest responsive and responsible bidder, Odyssey Power Corporation, for UPS and battery charger maintenance for inspection and preventative maintenance services.
Summary information on the bid opening is as follows:
|
Bidder |
Bid Amount |
|
Odyssey Power Corporation |
$125,490.00 |
|
Concept Power, Inc. |
$128,555.38 |
|
M.C. Dean, Inc. |
$174,388.90 |
|
Automated Power, Inc. |
$347,438.00 |
A 20% contingency is being requested due to scheduled CIP projects that will be coming online within this 5-year cycle, which will add additional UPS equipment and battery chargers. Since the design and construction of these projects were not completed prior to receiving bids for the new service contract, details about these facilities could not be included in the solicitation for bids.
CEQA
N/A
FINANCIAL CONSIDERATIONS
This request complies with authority levels of the Sanitation District’s Purchasing Ordinance. This recommendation will be funded under the Repairs and Maintenance line item for Operations and Maintenance Department (Budget Update Fiscal Year 2019-20, Page 47), and the available funding is sufficient for this action.
|
Date of Approval |
Contract Amount |
Contingency |
|
10/02/2019 |
$125,490 |
$25,098 (20%) |
|
|
|
|
ATTACHMENT
The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package:
• Service Contract
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