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CONSENT
To: Board of Directors
From: Jim Wilson
Date: May 16, 2018
Subject: Consideration of Awarding a Contract for Performing an Arc Flash
Hazard Analysis
1. WHY THIS MATTER IS BEFORE THE BOARD
Board authorization is required for procurements in excess of $15,000.
2. HISTORY
On February 7, 2018 a workshop was presented to the Board to discuss the need to
perform an arc flash hazard analysis for District electrical systems. These electrical
systems include the panelboards and switchgear located at water pump stations,
electric substations, and other District buildings including the main office. The District
is dedicated to providing a safe work environment for all of its employees. The arc
flash hazard analysis is a requirement of CAL OSHA and Federal OSHA standards.
The analysis is necessary for outlining safety measures that must be taken by
employees working on or in close proximity to energized electric systems. A
consultant electric engineering firm that specializes in performing arc fault hazard
analysis can calculate the arc fault hazard thresholds and specify the safety measures
for each District facility per state and federal requirements.
3. NEW INFORMATION
On February 27, 2018 the District issued
an arc flash hazard analysis. The RFP
consulting firms, and was advertised in tl
for submission of proposals was April 17
response to the RFP from:
a Request for Proposal (RFP) for performing
was sent to 2 plan rooms and 50 known
�e Sierra Sun on February 28. The deadline
2018. Thirteen proposals were received in
• ABM Electric Power Services, LLC Ontario, CA;
• Anixter Inc./Eaton Corp., Roseville, CA;
• AVO Training Institute, Dallas, TX;
• Electrical Consultants Inc., Billings, MT;
• ECOM Engineering, Sacramento, CA;
• H2E, Liberty Lake, WA;
• KINETRICS, Naperville, IL;
• Mesa Associates Inc., Roseville, CA;
• NV5, Sacramento, CA;
• Sage Engineers, Roseville, CA;
• Stanley Consultants Inc., Centennial, CO;
• TriAxis Engineers, Corvallis, OR; and
• TJCAA, Sacramento, Ca.
The proposals were reviewed by a committee consisting of staff from the Electric and
Water Departments. The proposals were scored based upon the following criteria:
staff experience, depth and quality of firm's experience, clarity of the proposal,
technical requirements, references, and cost. Based upon the review of the
committee, ABM Electrical Power Services, LLC (ABM) was the most advantagous.
ABM's cost to perform the work is $80,300 with an optional task to perform in -field
data collection for an additional $16,330. The optional task for ABM to per perform
data collection is a very cost-effective way to free up District electrician resources.
Staff recommends including the optional task in the scope of work for the proposed
award to ABM. Including the optional task, the total cost for ABM to perform the work
is $96,630. ABM is a nationwide consulting firm and this project would be managed
locally from their Ontario, California office. Due to the large number of facilities in the
study and the complexity of the work, staff recommends a 10% change order
authorization.
4. FISCAL IMPACT
Sufficient funds exist in the Water and Electric Utility's Board approved FY18
operating budgets.
5. RECOMMENDATION
Authorize the General Manager to execute a contract with ABM Electrical Power
Services, LLC, to perform an Arc Flash Hazard Analysis, in an amount of $96,630
plus a 10% change order authorization for a total not to exceed contract amount of
$106,293.
Joe Horvath
Electric Utility Director
Michael D. Holley
General Manager