HomeMy WebLinkAbout13 FY24 Annual Contract and Procurements AGENDA ITEM #13
Public Utility District m
MEETING DATE: December 6, 2023
TO: Board of Directors
FROM: Michael Salmon, Chief Financial Officer
SUBJECT: Consideration of FY24 Annual Contract and Procurements
APPROVED BY.
Brian C. Wright, General Manager
RECOMMENDATION:
a) Authorize the routine annual procurements totaling $11,857,800 from the vendors
listed in attachment 1.
b) Authorize the General Manager to execute the required documents necessary to
procure the products and services listed in attachment 1.
BACKGROUND:
District Code requires Board approval for all procurements over $15,000. Each year,
staff present 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. Consideration for approval for these items in one Board action streamlines the
process, providing savings to the District by significantly reducing administrative costs
that would be incurred through multiple actions. Annual procurements approvals have
recently provided additional efficiencies in avoiding increasing supply chain challenges
through early annual bulk procurements.
ANALYSIS AND BODY:
The following general categories of procurements are summaries of the detailed lists in
Attachment 1.
A) Sole Source Procurements: Includes a list of vendors that provide unique products
and services to the District totaling $1,561,000 in FY24. This procurement list includes
specialized software, materials, hardware, and unique services, which have been
reviewed per District Code Title 3, Section 3.08's applicable Sole Source Vendors
criteria.
B) Special Services — No RFP Process: Includes a list of vendors that provide
specialized services or products to the District totaling $1,119,500 in FY24. This
procurement list includes specialized software, hardware, and unique services.
Procurements in this category have been reviewed per District Code Title 3, Section
3.08.050.
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C) Competitively Bid Procurements — Joint Procurements: Includes vendors which are
competitively bid by another agency as allowed by District Code, Title 3, Section
3.08.060. The advantage of this is that the District is usually able to take advantage of
discounted pricing and reduced administrative costs. These procurements total
$769,400 for FY24.
D) Competitively Bid Procurements - Multi-Year Contracts & Contract
Extensions: Includes the list of contracts previously bid by the District that either cover
multiple years or have provisions for contract extensions. These procurements total
$3,913,600 for FY24.
E) Competitively Bid Procurements: Includes 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 FY24.
The total procurement of $2,612,700 is broken into two categories,
contracts awarded to the lowest responsive candidates for $2,585,700 (E.1
list) and contracts awarded to the most qualified candidates for $27,000 (E.2
list). These procurements primarily include electric and water materials and supplies.
F) Professional Services — No RFP Process: Includes a list of professional service
contracts recommended no Request for Proposal (RFP) process be utilized. These
professional services have unique expertise and or prior services
experience/knowledge of the District. These procurements total $620,000 for FY24.
G) Procurements - Budget Item Approval - Non-Contracted Work: Includes one unique
procurement authorization falling under District Code 3.08.050 Procedure for Entering
into an Agreement for Special Services. The District has a consistent annual need for
specialized repair of medium and heavy-duty fleet vehicles, typically bucket trucks and
digger derricks supplied by Altec Industries, Inc. Due to the specialized and unique
nature of each repair need, Altec does not enter into service contracts. Accordingly,
this request is for an approval for Altec Industries, Inc. to perform specialized vehicle
repairs for situations requiring extensive repairs which exceed District capabilities, as
well as repairs requiring specialized facilities, equipment, and licensed re-certification
by the manufacturer for FY24. This request is for a budget amount of $61,600. The
requested approval amount of$61,600 is a component of fleet repair and maintenance
FY24 budget of$140,000.
H) Procurements - Request for Qualifications: Includes a list of procurement
authorizations that are in response to the supply chain issues the industry has seen as
a result of the Covid-19 pandemic. In 2022 and 2023 industry-wide, transformer
purchases have experienced massive price increases as well as lead times in excess of
two years. For 2024 the District went out for an RFQ to seek qualified potential vendors
to supply transformers to the District. Three qualified vendors were identified. With
approval, the District are requesting a not-to-exceed amount of$1,200,000 for FY24 for
transformer purchase. Each purchase would go through a quote process and be
awarded to the qualified vendor who can best meet the District's current transformer
needs. The above situation and amount is consistent with 2023 annual procurement,
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other than only two qualified vendors were identified in 2023.
GOALS AND OBJECTIVES:
District Code 1.05.020 Objectives:
1. Responsibly serve the public.
2. Provide a healthy and safe work environment for all District employees.
3. Provide reliable and high quality water supply and distribution system to meet
current and future needs.
4. Provide reliable and high quality electric supply and distribution system to meet
current and future needs.
5. Manage the District in an environmentally sound manner.
6. Manage the District in an effective, efficient and fiscally responsible manner.
District Code 1.05.030 Goals:
1. Manage for Financial Stability and Resiliency
2. Environmental Stewardship: Create a sustainable resilient environment for all our
communities.
3. Engage with our customers and communities in a welcoming and transparent way to
identify opportunities.
4. Take the best of private sector thinking to modernize the utility and add value to our
communities.
5. Developing an inclusive culture drives organizational integration and success.
FISCAL IMPACT:
The funding for these procurements is included in the FY24 Budget within operating
expenses and or capital expenditures, as applicable.
ATTACHMENTS:
1. FY24 Annual Procurements Schedules
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Annual procurements Requisitions for 2024
FY24
Attachment 1
A. Sole Source Procurements
Vendor Products and Services 2024$Value
Cooper Power Systems (Distributor=Anixter) Electric: Reclosers & Controls 200,000
General Pacific Inc. Electric: Meters and Locking Rings 240,000
Inertia Engineering Electric: Distribution Switches 50,000
Okonite Electric: Underground Cable 400,000
Schweitzer Engineering Labratories Electric: High Voltage Products and Services 200,000
Aclara Water: MTU's 150,000
Ferguson (Neptune's distributor for our region) Water: Meters 150,000
Tahoe Forest Hospital Human Resources: Employee Training and Screening 25,000
Vector Solutions Human Resources: Target Solutions Learning LLC 15,000
Schneider Electric IT: ArcFM 26,000
E&M (AVEVA) IT: Water SCADA Software &Support-Wonderware & Modicon 25,000
Four Winds Interactive (Poppulo) IT: Digital Media Signage 15,000
Tantalus IT: Electric AMI Software Support& Maintenance 65,000
Total $ 1,561,000
B. Special Services without Proposal
Vendor Products and Services 2024$Value
CDW Government Inc. IT: Nutanix (45 months of service/contract, up-front payment) 380,000
CDW Government Inc. IT: VMWare 68,000
CDW Government Inc. IT: Citrix 30,000
ESRI IT: GIS Software & Support 28,000
helpsystems IT: Digital Defense 30,000
National Information Systems Cooperative IT: Customer Service and Accounting: Software, Support& Billing 450,000
Survalent IT: Electric SCADA Software &Support 28,000
Tait Communications IT: Digital Mobile Radio 25,000
SD Meyers Electric: Liquid Filled electrical equipment 15,000
Custom One Source Fleet: Heavy Duty Truck Rentals 50,000
KWA Human Resources: Safety and Hazmat Consultants 15,500
Total $ 1,119,500
12/6/2023 - 2024 Annual Procurements
Attachment 1 - Page 1 of 4
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Annual procurements Requisitions for 2024
FY24
Attachment 1
C. Other Government Agency Competitive Procurements
Vendor Products and Services 2024$Value
ePlus IT: Veeam 18,000
ePlus IT: Network Hardware Lifecycle 330,000
ePlus IT: Professional Services 70,000
CDW-G IT: Computer Hardware Refresh 120,000
NetXperts IT: Cisco Annual Support 20,000
Schindler Elevator Corp. Facilities: Elevator Maintenance 30,000
Michelin Fleet:Tires 25,000
O'Reilly Fleet: Parts 20,000
Global Rental Fleet: Equipment Rental 50,000
USA Fleet Solutions Fleet: Technology 26,400
NCPA iParametrics Admin: Grant Writing Services 60,000
Total $ 769,400
D. Multi-Year Contracts- Extending for One Year
Vendor Products and Services 2024$Value
VIP Powerline Corporation Electric: Utility Construction Services 500,000
P31 Enterprises Electric: Tree Trimming Line Clearance 2,100,000
Traffic Management Inc Electric and Water: Traffic Control Services 450,000
Poulin Steel Water: Welding Services 40,000
NV5 Water: Geotechnical Support 250,000
Hunt and Sons (Town of Truckee Fuel Station) Fleet: Fuel & Diesel (FY23B $123,600, FY22F $225,000) 200,000
Hunt and Sons Fleet: Fluids (Oils, DEF, Other) 35,000
QCS LLC Facilities: HVAC Maintenance 56,000
Cashman Caterpiller Facilities/Water: Generator Service Contract 55,000
Truckee Overhead Door Facilities: Overhead Door Repair 25,000
Debbie Madera Cleaning Services Facilities: Janitorial Services 85,000
Grateful Gardens Facilities: Landscaping 28,000
Tholl Fencing Facilities: Fence and Gate Repair 28,000
Fringe Studio Facilities: Architecture Design 44,900
Lake Tahoe Photoguide Admin: District Photography Services 16,700
Total $ 3,913,600
12/6/2023 - 2024 Annual Procurements
Attachment 1 - Page 2 of 4
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Annual procurements Requisitions for 2024
FY24
Attachment 1
E.1 Competitive Procurements -Award to Lowest Responsive
Vendor Products and Services 2024$Value
2 Contracts: One with Anixter& One with One Source Electric: Wire &Cable 250,000
2 Contracts: One with Anixter& One with One Source Electric: Electric Materials-Market Basket 400,000
Anixter Electric: Pad Mount Switches 600,000
RK Construction Electric: On-Call Construction Services 200,000
Sparks Electric Motor Repair Water: On-Call Motor Repair 90,000
West Coast Paving Water: AC Street Paving 250,000
Western Nevada Supply Water: Aggregate Materials &Asphalt Materials 250,000
Thatcher Company of Nevada Water: Water Treatment Supplies -Sodium Hypochlorite 60,000
Western Nevada Supply Water: Cla-Val Materials 100,000
Western Nevada Supply Water: Water Materials-Market Basket 250,000
Liquivision Water Tank Inspection and Cleaning 20,700
Lakeside Paving Facilities: Slurry Seal Maintenance 65,000
Fibertel Inc. IT: Fiber Optic maintenance and repair 50,000
Total $ 2,585,700
E.2 Competitive Procurements - Professional Services -Award to the Most Qualified Candidate
Vendor Products and Services 2024$Value
Full Heart Design Admin: Marketing/Graphic Design Consultant 27,000
Total $ 27,000
F. Procurements -Professional Services - No RFP Process
Vendor Products and Services 2024$Value
Fuentes Consulting, LLC Electric: Pole-Top and Bucket Rescue Course 30,000
Sage Land Surveying Electric and Water: Surveying Services Professional Services 50,000
Qualus Electric: Engineering Support 400,000
Northwest Lineman College Electric: Safety and Apprentice Training 30,000
ECS Software IT: Document Management Software 50,000
ECS Software IT: Laserfiche Software and support services 30,000
RAMTeCH IT: GIS Infrastructure 30,000
Total $ 620,000
12/6/2023 - 2024 Annual Procurements
Attachment 1 - Page 3 of 4
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Annual procurements Requisitions for 2024
FY24
Attachment 1
G. Budget Item Approval -Non-Contracted Work
Vendor Products and Services 2024$Value
Altec Fleet: Annual Repairs 61,600
Total $ 61,600
H. Procurements - Request for Qualifications (RFQ)
Vendor Products and Services 2024$Value
RFQ Single Phase Pole Mounted Transformers 300,000
RFQ Single Phase Pad Mounted Transformers 300,000
RFQ Three Phase Pad Mounted Transformers 600,000
Total $ 1,200,000
2024$Value, Grand Total $ 11,857,800
12/6/2023 - 2024 Annual Procurements
Attachment 1 - Page 4 of 4
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