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Item U11 County of Monroe - BOARD OF COUNTS COMMISSIONERS Mayor Heather Carruthers District 3 The FloridaKe s Mayor Pro T mMichelleColduoo,District2 Y Craig Cates District l David Rice.District 4 Sylvia J.Murphy,District 5 County Commission Meeting November 17, 2020 Agenda Item Summary #7606 firm u-11 BULK ITEM: Yes DEPARTMENT: Project Management TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson (305) 292-4441 n/a AGENDA ITEM WORDING: Waiver of purchasing policy and approval of emergency purchase with Schneider Electric Engineering Services, LLC for the Demand Load Metering Analysis at the Monroe County Detention Center on Stock Island. ITEM BACKGROUND: In April 2020 there was an electrical fire at the Monroe County Detention Center which required the full-time use of the backup geherators until emergency electrical repairs could be completed. While the existing generators and generator system were in use, multiple failures occurred which could be due to multiple reasons included incorrect sizing. The existing generator system is over 20 years old and in need of upgrades and/or replacement. This purchase with Schneider Electric will provide the County with an in-depth study of the entire building to determine the appropriate size of generators needed. Staff is requesting the waiver of the requirement to obtain three quotes for the work, in light of the urgent need for the work as well as the fact that Schneider Electric is already doing other work on site. PREVIOUS RELEVANT BOCC ACTION: 4/30/20 — BOCC approved waiver of purchasing policy and ratification of emergency contract with Nearshore Electric, Inc for the replacement of the entrance busway at MCDC. 4/30/20 — BOCC approved waiver of purchasing policy and ratification of emergency contract with Schneider Electric USA, Inc. for replacement of the electric switchgear at MCDC. 6/17/20 — BOCC approved a Task Order with T. Y. Lin International for Engineering Design Services for the generator replacement. CONTRACT/AGREEMENT CHANGES:n/a STAFF RECOMMENDATION: Approval of purchase with Schneider Electric. DOCUMENTATION: Proposal_Schneider Elec_Demand Load Analysis Memo_Emergency Analysis with Schneider_signed FINANCIAL IMPACT: Effective Date: 11/17/20 Expiration Date: upon completion Total Dollar Value of Contract: $40,220.00 Total Cost to County: $40,220.00 Current Year Portion: $40,220.00 Budgeted: Yes Source of Funds: 101-20505 CPI: N/A Indirect Costs: staff time Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No If yes, amount: Grant: n/a County Match: n/a Insurance Required: Yes Additional Details: N/A 20505 11/17/20 101-20505 • CORRECTION FACILITIES $40,220.00 REVIEWED BY: Cary Knight Completed 11/16/2020 2:50 PM Kevin Wilson Completed 11/16/2020 2:54 PM Cynthia Hall Completed 11/16/2020 3:05 PM Purchasing Completed 11/16/2020 3:08 PM Budget and Finance Completed I1/16/2020 3:16 PM Maria Slavik Completed 11/16/2020 3:21 PM Liz Yongue Completed 11/16/2020 3:39 PM Board of County Commissioners Pending 11/17/2020 9:00 AM . se ..... .... ..st, _ -r ,-..-- - Pr - , • .L " sm i r AIPP lit 0 - . iof 1" Agin . - se. ' rr Ir less alf S . r ,,, , . tol ...a- 4 • . ... „. .1 • ..„, e • lit r ; _ Demand Load4 5 . i IL i Metering pyr :N 2 .,,,f ,.. • %met. -11.6•••••092116 . • . t 6 7i r , « . - .....„ r ' . "•".• ,.. . .. i .. rt, -ES218084 Quote prepared by: Tomas Remete by Schneider Electric Engineering Services, LLC By: Schneider Electric Engineering Services, LLC November 11 2020 Life Is On , Schneider, L uElectrtc v Power System Engineering Proposal for Post Installation Harmonic Analysis 1 .0 Services & Objectives Schneider Electric Engineering Services, LLC (SEES) proposes a Demand Load Metering per NEC220.87 at the MONROE COUNTY-JAIL-facility in Key West, FL. The purpose of this analysis is to determine the maximum demand load of the facility and provide the requested information to confirm the required Generators size for the facility. The proposed Demand Load Metering responds to the spec T.Y.LIN INTERNATIONAL from October 2020. 2.0 Sources & System Conditions SEES will visit the facility during normal working hours to install two (8) Power Analyzers at the following locations: 1. SWBD Main, 4000A 2. Load side DJJ/MDP1, 600A 3. Load side MCC# 1, 400A 4. Load side DJJ/MDP2, 400A 5. EDP1, 800A 6. EDP2, 1000A 7. EP1, 400A 8. MDP-CH The Power Analyzers will record data for 30 days and will be set-up under the conditions described in NEC220.87 Determining Existing Loads. A Utility shutdown (about 30 min) is required to install the Power analyzers at the Main SWBD. A second shutdown will be required to remove the data logger after completion of the data collection. 3.0 Deliverable After all tests have been completed, the Power Analyzers will be removed, and a written report will be issued outlining the findings. The maximum Demand Load will be based on the highest phase of the feeder or service. Min, Max, and Average recordings will be provided per phase, and additional 3 Phase values, such as Power [Watt], Reactive Power[VAR], Apparent Power [VA], and Power Factor will complete the report. • November 11 2020 Page 2 Quote Number: #ES218084 use or disclosure ordata contained on this sheet is subject Schneider to the restriction on the tine page of this proposal CEIec tr c s� Power System Engineering YProposal for Post Installation Harmonic Analysis 4.0 Price The User Net price for performing the Demand Load Metering per NEC220.87: Demand Metering: $ 40,220.00 U/N This price is valid for 30 days. Note: Prices are out of peak season in Key West. Prices will need to be revisited if the job is scheduled in peak season (starting about Dec-15). 5.0 Billing The billing will be based on the following milestones schedule: Milestone#1: After installation of the 8 Power Analyzers. $20,110.00 U/N Milestone#2: After completion of the Data Logging and Report issuing. $20,110.00 U/N • 6.0 Schedule Work can begin within 4 weeks after receipt of order. Once work begins, data collection efforts at the facility are expected to be completed within 30 days. The results of the Demand Load Metering will be delivered within 2 weeks of data collection completion. The customer is responsible for facilitating the SEES data collection process, in order to gather the necessary information for the Demand Load Metering. November 11 2020 Page 3 Quote Number: #ES218084 Use orasofosure of contained on this sheets subject Schneider to the resniction on tie tine page of this proposal ei E l e c t r i c Power System Engineering Proposal for Post Installation Harmonic Analysis 7.0 Warranty SEES warrants that the services provided will meet industry standards. The warranty remains in effect for one year from the completion of the work and is further explained in the SEES "Terms and Conditions of Supply and Performance." 8.0 Exclusions If any specific testing services are requested or required, then SEES will provide separate quotations as applicable and necessary. Opening of any electrical enclosures while equipment is energized without the customer's permission. Exposure to any known, expected, or suspicious environmental hazards, chemical agents, or dangerous operational processes. This proposal does not include setting/testing overcurrent devices. Please contact SEES for a quote to set/test the breakers. 9.0 Customer Required Support In order for SEES to successfully execute the scope of work, certain customer support is required. Tasks that must be performed by the customer, or designated representatives, are listed below. This fist may be incomplete. If other items are identified, either before or during the work, SEES will request these services. It is the customer's responsibility to coordinate and schedule the power outage with the local utility company and cover any associated expenses. Provide an individual authorized to resolve questions and coordinate customer activities, as required. November 11 2020 Page 4 Quote Number: #ES218084 Use or disclosure of data contained on this sheet is subject Schneider to the restrrtion on the ale page of this proposal }� (j Eleetric Power System Engineering Proposal for Post Installation Harmonic Analysis Provide an experienced electrician or electrical supervisor familiar with the power distribution system to direct and assist SEES personnel in identifying the proper electrical equipment. This individual shall have a copy of the applicable electrical one line drawings. Prior to start of work, the customer shall familiarize SEES personnel with their safety practices and regulations. SEES shall be under no obligation to commence work unless safety practices are acceptable to SEES. As a safety precaution, prior to the commencement of work, the customer shall provide access to a nearby telephone with the ability to call outside the facility if cell phone communications are not possible. If job site is in a rural area, provide telephone numbers for the following services nearest to the site: Doctor, Hospital, Ambulance, Fire Department, and Police Department. It is the customer's responsibility to supply, operate and maintain all applicable standard services to this facility, such as electric power, lighting, water, air, etc. Backup for these systems are not included in this proposal. Provide and expedite any badging or required entry and escorts as necessary. November 11 2020 Page 5 Quote Number: #ES218084 use or disclosure of data contained on this sheet is subject Schaneider to the restriction on the tine parte or this proposer ej E I e c t r l c Power System Engineering Proposal for Post Installation Harmonic Analysis 11 .0 Terms & Conditions The work described in this proposal will be performed in accordance with Schneider Electric Engineering Services, LLC Terms and Conditions of Supply and Performance, which are attached to this proposal. Unless agreed to in writing, no other terms and conditions shall apply and any preprinted terms and conditions on the customer's purchase order are specifically rejected. All work is to be performed during normal straight time working hours when possible, Monday through Friday, exclusive of holidays observed by Schneider Electric Engineering Services, LLC. Price includes any required after-hour assessments and testing during Monday through Friday. If the customer requires work to be performed on a weekend or holiday, the price will be adjusted to reflect the applicable differentials in the appropriate published hourly or daily rates in effect at the time such work is performed. All pricing is based on the customer providing accurate power system data. Schneider Electric Engineering Services, LLC is not responsible for assessment inaccuracies that are due to incorrect power system information provided by the customer. Changes due to incorrect information will require additional pricing. Schneider Electric Engineering Services, LLC must be granted ready access to the equipment under investigation. During the onsite testing, Schneider Electric Engineering Services, LLC will need access to the facility's electrical panels, and the assistance of an electrician or facilities technician familiar with the electrical loads and the routing of conductors in the facility. Schneider Electric Engineering Services, LLC reserves the right to discontinue any work deemed by Schneider Electric Engineering Services, LLC to be unsafe. DISCLAIMER:'The Purchaser acknowledges that the products or pant thereof are produced in, or otherwise sourced from, or will be installed in areas already affected by, or that may be affected in the future by, the prevailing COVID-19 epidemics/pandemic and that the situation may trigger stoppage, hindrance or delays in SE's (or its subcontractors) capacity to produce, deliver, install or service the products, irrespective of whether such stoppage, hindrance or delays are due to measures imposed by authorities or deliberately implemented by SE (or its subcontractors) as preventive or curative measures to avoid harmful contamination exposure of SE's (or its subcontractors') employees. The Purchaser therefore recognizes that such circumstances shall be considered as a cause for excusable delay not exposing SE to contractual sanctions including without limitation, delay penalties, liquidated or other damages or termination for default. November 11 2020 Page 6 Quote Number: #E5218084 Use or disclosure of dara contained on this sheets subject Schneider to the restriction on the Ude page orT is proposal �j &Electric Life Is On Schneider Electric County of Monroe BOARD OF COEY71 COSibrrSSIONERS M II it ( .out ❑ ibi: The Florida Keys jid; ;� Craig , veya u r n�,iu<<2 fLI Cate..o Ltd r> id U i2i ! MEMORANDUM DATE: November 16, 2020 TO: BOCC, Administrator THRU: Kevin Wilson -�-// FROM: Dan Bensley SUBJECT: Waiver of Purchasing Policy to contract for Load study of the Stock Island Jail Action Requested: BOCC approval Background: There have been multiple back up generator failures in the past year. Staff has contracted with a consultant to design the installation of new back up generators. In order to properly size the generators a load study is required. All electrical supply for the entire site passes through one meter although there are two generators and several separate systems. The consultant can perform a load study that will ensure the replacement generators are properly sized for $40,220, Normally, purchasing policy requires multiple quotations for such a purchase. Staff requests a BOCC waiver of that policy to allow the consultant to add this load study to their existing work to ensure that the new generators are properly sized.