Agenda 8-o - Ratification of Contract Signature Authority for Emergency Contract

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