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<br />ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br /> <br />ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: September 4, 2018 <br /> Action Agenda <br /> Item No. 8-o <br /> <br />SUBJECT: Ratification of Contract Signature Authority for Emergency Contract <br /> <br />DEPARTMENT: County Manager’s Office; Asset <br />Management Services <br /> <br /> <br /> <br />ATTACHMENT(S): <br /> <br /> <br /> <br /> <br />INFORMATION CONTACT: <br /> Bonnie Hammersley, 919-245-2306 <br /> Travis Myren, 919-245-2308 <br /> Jeff Thompson, 919-245-2658 <br /> Angel Barnes, 919-245-2628 <br /> <br /> <br /> <br />PURPOSE: To ratify the County Manager’s signature on an emergency repair contract <br />executed with the Sasser Companies, Inc. in the amount of $390,849 above the Manager’s <br />signature limit of $250,000. <br /> <br />BACKGROUND: The Capital Investment Plan included two projects for the facility occupied by <br />the Board of Elections, an electrical system relocation and HVAC replacement. These projects <br />were prioritized due to ongoing air quality concerns that appeared after the lower level of the <br />building flooded. The County retained the services of Sasser Companies, Inc. to complete <br />remediation work while Asset Management Services contracted for the replacement projects. <br /> <br />During the course of completing this work, staff became aware of a reemergence of indoor air <br />quality concerns along with the inability of the current HVAC system to adequately control <br />temperature and humidity. Due to the elections schedule associated with the November 2018 <br />election, the Elections Director informed the Deputy County Manager that the Elections staff had <br />to be back in the Government Services Annex by the first week in September. <br /> <br />Due to the environmental concerns combined and the constrained time frame for completing the <br />work, the Deputy County Manager authorized Asset Management Services to prepare a <br />contract with Sasser Companies, Inc. to immediately begin the accelerated project and to <br />oversee the installation of the new HVAC system. This chain of events presented an <br />emergency situation, so the County was not able to informally bid this work. The County <br />Manager, acting on the advice of the County Attorney, determined this situation as an <br />emergency that would allow the County to waive the informal bidding requirement. <br /> <br />FINANCIAL IMPACT: Fiscal Year 2018-2019 Budget Amendment #1 is also related to this <br />work to provide the appropriate funds for this project to be completed in four weeks prior to the <br />early voting ballots arriving on site. <br /> <br />1