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Approve an agreement for $123,897 with ACCO Engineered Systems of Mather, CA for the Variable Frequency Drives Replacement Project at 675 Texas St, in Fairfield; and Authorize the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve an agreement for $123,897 with ACCO Engineered Systems of Mather, CA for the Variable Frequency Drives Replacement Project at 675 Texas St, in Fairfield; and
2. Authorize the County Administrator to execute the agreement and any subsequent amendments, with County Counsel concurrence, up to an aggregate of $74,999.
SUMMARY/DISCUSSION:
The Department of General Services is recommending the Board approve an agreement (Attachment A) for $123,897 with ACCO Engineered Systems as member of a Cooperative Purchasing Agreement through the Equalis Group for the Variable Frequency Drives (VFD) Replacement Project (Project) located at 675 Texas Street in Fairfield. The agreement is being procured through a Cooperative Purchasing Agreement with the Equalis Group, as allowed under the County’s Purchasing Policy, which permits the use of competitively awarded cooperative contracts in lieu of a formal bidding process.
The Project includes replacing seven (7) obsolete VFDs that control the air handlers serving the County Administrative Center (CAC). These air handlers are critical for providing temperature regulation and fresh air, as required by OSHA regulations, and for proper building pressure. Improper building pressure can compromise door operation, creating safety concerns if doors fail to close automatically or require excessive force to open. The existing VFDs are no longer supported, and failure of a unit would result in the loss of control over the associated air handler, potentially rendering parts of the CAC unusable or unsafe for staff and the public.
To address the risk and ensure continued safe operation of the facility, the Department of General Services recommends awarding the contract to ACCO Engineered Systems.
FINANCIAL IMPACT:
The total approved budget for the Project is $123,897 and is included in the FY2024/25 Working Budget for General Services Stationary Engineer (BU 1655).
The costs associated with preparing the agenda item are nominal and absorbed by the department’s FY2024/25 Working Budget.
ALTERNATIVES:
The Board could reject, postpone, or request bidding the project. These actions are not recommended since the existing VFDs are at the end of their service life and replacement parts are no longer available. Failure of a VFD would result in loss of control over air exchange and building pressure, potentially leading to safety concerns such as improper ventilation and malfunctioning door operations.
OTHER AGENCY INVOLVEMENT:
County Counsel reviewed and approved the contract as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION