REPORT TO COUNCIL
SUBJECT
Title
Action on the Award of a Purchase Order to Charles Electric for Electrical Support Services
Report
BACKGROUND
The Water & Sewer Utilities Department (Department) is responsible for maintaining 26 water well sites, four water storage tank sites, and seven sewer pump station sites. The associated components supporting the operation of the utility sites include electronic control panels, generators, motors, pumps, communication equipment, and various electrical devices, such as wiring, conduit, relays, switches, and breakers. The Department requires the use of a licensed electrical contractor to assist staff in troubleshooting, testing, calibrating, and repairing site equipment and controls to ensure proper operation.
DISCUSSION
On May 3, 2019, staff issued a Request for Bid (RFB) to procure the services of a qualified vendor to provide as-needed electrical support services for the City's water and sewer assets using BidSync, the City's e-procurement system. A total of 46 companies viewed the RFB and three bids were received as follows:
Vendor Name
Bid Price
Charles Electric
$225,500
True Blue Automation Services
$309,250
Mongoose Electric Incorporated
$344,500
It is estimated that the annual aggregate spend will be $225,500 based on 1,500 hours of work annually. Staff recommends issuing a purchase order to Charles Electric in the amount of $225,500 as the lowest responsive and responsible bidder.
The initial term of the purchase order (Attachment 1) is approximately 12 months starting on or about November 1, 2019 and ending on October 31, 2020, with four one-year options to extend the purchase order.
The hourly rates are detailed in the Bid Pricing Form (Attachment 2). In addition, there is a materials markup of 10% over cost for as-needed electrical parts such as relays, breakers, switches, and wiring. Charles Electric may request annual adjustments to the compensation after the initial 12-month term, subject to the v...
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