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Home My WebLink About13 FY19 Annual Contract & ProcurementsAgenda Item #13 To: From: Date: Subject: Board of Directors Regina Wise December 05, 2018 Consideration of FY19 Annual Contract and Procurements ACTION 1. WHY THIS MATTER IS BEFORE THE BOARD District Code requires Board approval for all procurements over $15,000. 2. HISTORY Annually, 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, 2 and 3. Attachments 4 and 5 are sole source justification memorandums for two vendors included in Attachment 1. 1) Sole Source Procurements: Attachment 1 is a list of vendors that provide unique products and services to the District totaling $2,456,000. This procurement list includes specialized software, hardware, and unique services. The list has been consistent year over year. Attachments 4 and 5 are sole source justification memorandums for two additional vendors this year. The first additional vendor is Curtis & Sons Construction Inc. for fiber optic splicing (Attachment 4). The District's partnership with Plumas Sierra Telecommunications leasing fiber optic infrastructure requires the District to make repairs efficiently, quickly and safely in the event of emergencies. Curtis & Sons Construction, Inc., was the original installer for 3 of the 4 phases of fiber installed to date. They have the knowledge and skills to make emergency repairs if such an event occurred without tying up critical internal resources during events when restoring our core services of electricity and water is the first priority. Attachment 5 is for Sierra Energy Professionals. This vendor has annually provided the District's residential energy surveys. The District has routinely provided the District's residential energy surveys. The District has routinely requested proposals for these services since inception in 2008 and Sierra Energy Professionals has been awarded the contract since 2012. The District has been able to work with Sierra Energy Professionals to help expand other District programs through the contact that Sierra Energy Professionals has with customers while conducting surveys. Staff has reviewed the established relationship and is recommending dispensing with competitive bidding and sole sourcing them as a vendor is in the best interests of the District. 4. FISCAL IMPACT Funding for these procurements is included in the Board adopted FY19 Budget with the exception of tree trimming which was increased in FY18 to maintain safety, reliability, and compliance as previously presented to the Board. 5. RECOMMENDATION 1) Dispense with competitive bidding process for Curtis & Sons Construction, Inc. and Sierra Energy Professionals. 2) Authorize the routine annual procurements totaling $5,524,200 from the vendors listed in Attachments 1 through 3. 3) Authorize the General Manager to execute the required documents necessary to 2) Competitively Bid Procurements - Other Government Agency: Attachment 2 lists the vendors which were competitively bid by another government agency as allowed by District Code. The advantage of this is that the District is usually able to take advantage of discounted pricing and reduced administrative costs. These procurements total $95,000. This procurement list includes specialized hardware and computer products to be purchased from Anixter, CDW, and Graybar. 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. These procurements total $1,344,200, with the bulk of this being attributed to the District's increased commitment to tree trimming and vegetation management for $700,000. 4) Competitively Bid Procurements: Attachment 3 is a list of vendors who provide products and services which went through a request for proposal or request for bid process by the District this year for services and materials to be rendered in FY19. The total procurement of $1,629,000 is broken into two categories, contracts awarded to the lowest responsive vendors for $1,589,000, and contracts awarded to the most qualified candidates for $40,000. These procurements primarily include electric and water materials and supplies. The District requested bids for electric and water materials utilizing the market basket approach this year with the objective of reducing costly administrative time in the procurement process during FY19. Lisa Hall Michael D. Holley Administrative Services Director General Manager 3) Authorize the General Manager to execute the required documents necessary to procure the products and services listed in Attachments 1, 2 and 3. Sole Source Procurements Vendor Products and Services Value Advanced Communication Technology Services (ACTS)IT: Fiber Optic Splicing and Testing $50,000 Alpha Omega Wireless, Inc.IT: Wireless Communications 20,000 Aclara and Neptune Water: Meters and MTU's 150,000 Carasoft Technology Corp. (VMWare)IT: Software, Maintenance & Support 30,000 CDS Global Customer Service: Remittance Processing 20,000 Cisco Network Equipment (via NetXperts, AMS, SHI & WWT)IT: Network Hardware 100,000 Cisco Smartnet (via WWT & NetXperts)IT: Network Hardware & Software Support 50,000 Cooper Power Systems (Distributor = Anixter)Electric: Reclosers & Controls 200,000 Cooperative Response Center Customer Service: After-hours Answering Service 45,000 Curtis & Sons IT: Fiber Optic Splicing - Installation 50,000 Darktrace IT: Cyber Security 40,000 Dell Marketing, L.P. (Microsoft)IT: Computer Software, Maintenance & Support 70,000 DLT Solutions IT: Auto Desk 20,000 ESRI GIS: Software & Support 40,000 Fortinet (Infobond)IT: Software & Support 40,000 General Pacific Inc.Electric: Meters and Locking Rings 175,000 Inertia Engineering Electric: Distribution Switches 50,000 Logi Analytics, Inc.IT: Computer Software, Maintenance & Support 45,000 National Information Systems Cooperative Customer Service and Accounting: Software, Support & Billing 290,000 Okonite Electric: Underground Cable 400,000 Pamela Hurt Associates Electric and Water: Consulting Services 100,000 Schneider Electric (E&M, Wonderware & Modicon)IT: Water SCADA Software & Support 30,000 Schneider Electric (Telvent)GIS: Computer Software, Maintenance & Support 40,000 Sierra Energy Professionals Conservation: Energy Surveys 30,000 Silver State International Electric and Water: Truck Repair 45,000 Survalent IT: Electric SCADA Software & Support 30,000 Tait/Harris IT: Communications 20,000 Tantalus IT: Electric AMI Software Support & Maintenance 60,000 Tahoe Forest Hospital Human Resources: Employee Training and Screening 30,000 TESCO Controls, Inc.IT: Communications 20,000 Tri Sage Consulting Electric: Engineering Support 150,000 TTCTV Board: TV Coverage & Streaming of meetings 16,000 Total $2,456,000 ATTACHMENT 1 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FY19 Other Government Agency Competitive Procurements Annual Vendor Products and Services Value Anixter, Inc.IT and GIS: Hardware expenses $25,000 CDW Government Inc.Electric and Water: Mobile computers 20,000 Graybar IT: SCADA Hardware, Software & Support 50,000 Total $95,000 Multi-Year Competitive Procurements - Extend for One Year Annual Vendor Products and Services Value Wright Tree Service Electric: Line Clearance and Tree Trimming 700,000 Flyers Energy Electric and Water: Fuel & Diesel 140,000 Interwest insurance Services Electric and Water: Insurance 44,000 $884,000 Competitive Procurements Professional Services - Extend for One Year Annual Vendor Products and Services Value Construction Materials Engineers Inc.Water: Construction Inspection Services $100,000 Debbie Madera's Complete Cleaning Service Facility: Janitorial $73,200 Poulin Steel Fabrication Electric and Water: Welding Services 25,000 Traffic Management Inc.Electric and Water: Traffic Control Services 225,000 Truckee Tahoe Home Improvement LLC Conservation: Refrigerator Recycling 17,000 Western Nevada Supply Conservation: Toilet Exchange 20,000 Total $460,200 ATTACHMENT 2 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 FY19 Competitive Procurements - Award to Lowest Responsive Annual Vendor Products and Services Value Anixter, Inc.Electric: Padmount Switchgear $200,000 Anixter, Inc.Electric: Electric Materials-Market Basket 300,000 GEXPRO Electric: Single Phase Pad Mounted Transformers (Schedule B)100,000 McFarland Cascade Electric: Wood Poles 150,000 Pacific Utilities Electric: Single Phase Pole Mounted Transformers (Schedule A)100,000 WEG Electric: Three Phase Pad Mounted Transformers (Schedules C & D)150,000 Ferguson Water Works Water: Cla-Val Materials 75,000 Inland Potable Services, Inc.Water: Water Tank Cleaning & Inspection Project 17,000 Pace Supply Water: Water Materials-Market Basket 150,000 Teichert Aggregates Water: Aggregate Materials & Asphalt Materials 75,000 Telfer Pavement Technologies Water: AC Street Repair 163,000 West Coast Paving, Inc.Water: Paving Contract 109,000 Total $1,589,000 Competitive Procurements - Professional Services - Award to the Most Qualified Candidate Annual Vendor Products and Services Value ESCI Human Resources: Employee Training 40,000 Total $40,000 Grand Total $5,524,200 FY19 ATTACHMENT 3 TRUCKEE DONNER PUBLIC UTILITY DISTRICT Annual procurements greater than $15,000 [Type here] Attachment 4 MEMORANDUM To: Michael Holley From: Ian Fitzgerald Date: November 26, 2018 Subject: Sole-Source Justification for Curtis & Sons Construction Inc. Curtis & Sons Construction Inc. has installed 3 of the 4 completed phases to date of the Districts fiber optic infrastructure. They understand the standards of the District in regards to this system. Staff is recommending dispensing with competitive bidding and allowing Curtis & Sons Construction Inc. to be sole sourced in the event of emergencies and communication outages. The District’s communication infrastructure is not currently a priority to repair during storm damage if our core services of electricity or water are in need of repair, however we now have a lease tenant on the fiber optic cables with Plumas Sierra Telecommunications. With this, the District has an obligation to repair the fiber optic infrastructure efficiently, quickly and safely if damage occurs. Having Curtis & Sons Construction Inc. sole-sourced for this enables the District to get repairs done promptly without the need to pull from internal staff at times when it is unavailable. Directors Joseph R. Aguera Jeff Bender Bob Ellis Paul Warmerdam Tony Laliotis General Manager Michael D. Holley [Type here] Attachment 5 MEMORANDUM To: Michael Holley From: Lisa Hall, Andrew Au Date: November 26, 2018 Subject: Sole-Source Justification for Sierra Energy Professionals The District originally developed the Residential Energy Surveys (RES) program to support our low-income customers in 2008, but has since been expanded to include all District customers and remains one of our most successful programs. Since September 2012, the District has worked with Sierra Energy Pros to provide in-home audits and education, and they have performed very well as measured by program results along with frequent glowing customer testimonials. In addition to the energy savings, they have helped market the Districts’ other conservation programs and shared other important safety and reliability messaging for our Water and Electric utility servic e. The evolution and success of this program has required a significant investment by both the District and Sierra Energy Pros to get the program to the high performing level that exists today. The current Sierra Energy Pros contract will expire at the end of the year. Sierra Energy Pros is uniquely positioned to continue delivering this program to the District given their cost effectiveness, positive relationship with the community, and their knowledge of our programs and systems. Given our established relationship with Sierra Energy Pros and their excellent performance, Staff recommends an annual sole-source authorization at the last year’s terms and conditions. Directors Joseph R. Aguera Jeff Bender Bob Ellis Paul Warmerdam Tony Laliotis General Manager Michael D. Holley