HomeMy WebLinkAbout9 Annual ProcurementsCONSENT
To: Board of Directors
From: Regina Wise
Date:
December 06, 2017
Subject: Consideration of Routine Annual
FY18
enda Item #
0
Procurements
and Contracts for
1. WHY THIS MATTER IS BEFORE THE BOARD
The District Code requires Board approval for all procurements over $15,000,
2. HISTORY
Since 2009, staff has presented annual procurements to the Board for approval before
each fiscal year. Materials, supplies, and services procured under this action are
routine and recurring in nature.
3. NEW INFORMATION
The following general categories of procurements are summaries of the detailed lists
in attachments 1 through 3. Attachment 4 is a sole -source justification memorandum
for a vendor listed in attachment 1 which is explained in the next section.
1) Sole Source Procurements: Attachment 1 is a list of vendors that provide
unique products and services to the District totaling $1,739,500. This
procurement list includes, specialized software, hardware, and unique services.
The list is pretty standard year over year, with a few exceptions this year. First,
in comparison to FY17 staff has removed qualifed pre -authorized
disbursements per District Code section 3.16.010 such as utilities, and banking
fees that were listed in previous years.
The remaining changes are primarily attributed to the meter replacement
project. Staff added Tantalus for annual software support and maintenance.
Tantalus is the software program the District is using for the new meters.
General Pacific Inc. was also added for FY18 for a total of $165,000, $40,000 is
allocated toward electric meters, and $125,000 is for new locking rings for the
Itron meters being installed as part of the meter replacement project.
Attachment 4 as stated previously is a sole -source justification memorandum
for using General Pacific Inc. for these new meter locking rings. Lastly,
increases of $30,000 each were applied to National Information Systems
Cooperative and Cisco for additional annual maintenance fee increases
associated to the new infrastruction associated with the meter replacement
program. All of these increases are included in the approved FY18 and FY19
budget.
2) Competitively Bid Procurements -Other Government Agency: Attachment
2 lists the vendors which were competitively bid by another government
agency. The District is usually eligible to take advantage of discounted pricing.
These procurements total $225,000. This procurement list includes specialized
hardware and computer products to be purchased from Anixer and CDW in
addition to our widespread communications provider Verizon that was
increased $10,000 in comparison to FY17 for additional communication
requirements for the communication infrastructure needs with the meter
replacement project.
3) Competitively Bid Procurements - Multi -Year Contracts & Contract
Extensions: Attachment 2 also includes the list of contracts previously bid by
the District that either cover multiple years or have provisions for contract
extensions. This procurement includes specialized services, employee training,
welding, and the contract for energy surveys that support the District's energy
conservation program. These procurements total $550,000, with the bulk of
this being attributed to the District's increased committment of line clearing and
tree trimming for $390,000.
4) Competitively Bid Procurements: Attachment 3 is a list of vendors who
provide products and services to the District which were bid by the District. The
total procurement of $1,189,349 is broken out into two categories, contracts
awarded to the lowest responsive bids for $895,949, and contracts awarded to
the most qualified candidates for $293,400. These bid procurement lists
include fuel, electric switchgear, power poles, power transformers, water
treatment supplies, aggregate materials, asphalt, janitorial services, traffic
control services, and the additional contracts for toilet and refrigerator
exchanges that also support the Distric'ts electric and water conservation
programs.
4. FISCAL IMPACT
Funding for these procurements are included in the FY18 operating budget.
5. RECOMMENDATION
1) Dispense with competitive bidding process for Inner-Tite meter locking rings as
General Pacific Inc. is the only authorized distributor available to the District.
2) Authorize the routine annual procurements totaling $3,703,849 from the vendors
listed in Attachments 1 through 3.
3) Authorize the General Manager to execute the required documents necessary to
procure the products and services listed in Attachments 1 through 3.
Regina Wise
Interim Administrative Services Manager
Michael D. Holley
General Manager
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Attachment 4
Truckee Donner Public Utility District
Directors
Joseph R. Aguera
Jeff Bender
Bob Ellis
Tony Laliotis
Paul Warmerdam
General Manager
Michael D. Holley
To: Michael Holley
From: Joe Horvath
Date: November 28, 2017
Subject: Sole -Source Justification for General Pacific Inc. Re: Electric Meter Locking Rings
The District has an Automated Meter Reading (AMR) system for electric customers that is 20 years
old. The system is at end of life and must be replaced. On November 15, 2017 the Board approved
signing contracts for a District -wide electric meter replacement project. This project includes the
procurement of an Advanced Metering Infrastructure (AMI) system from Tantalus Systems and Itron
meters from General Pacific, Inc.
Meter locking rings are devices which secure the electric meter to the meter base. These locking rings
prevent unauthorized personnel from removing the meter for energy theft purposes. The meter locking
rings in long-time use by the District with AMR meters have failed to reliably open when required by
District personnel during routine connects, reconnects and meter change outs. These failures have
resulted in the time-consuming task of cutting the locking ring off with power tools.
Much like the difference between the newer AMI and older AMR meters, locking rings have also
made advances in security, durability and ease of use by utility personnel. The District -wide
installation of AMI meters represents a unique opportunity to replace all of the existing devices with a
more reliable and robust locking ring with a key unique to the District.
The meter locking ring vendor which meets District specifications is the Inner-Tite Corporation.
General Pacific, Inc. is the only authorized distributor of Inner-Tite products in our area. Using the
same distributor for meters and locking rings will enable the District to proceed with our meter
replacement project in a very reliable and cost effective manner. Given our long-established
relationship with General Pacific, Inc. with regards to meter procurement and their quality service, I
recommend an annual sole -source authorization to procure Inner-Tite brand meter locking rings from
General Pacific, Inc.
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