Okaloosa County BOCC — February 2, 2016 — Emergency Purchase Order for Electrical Service Upgrades at the North — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: February 2, 2016 TO: Honorable Chairman and Members of the Board FROM: James Puckett SUBJECT: Emergency Purchase Order for Electrical Service Upgrades at the North Head End Building DEPARTMENT: Facility Maintenance BCC DISTRICT: 1 STATEMENT OF ISSUE: Approval for emergency purchase order to Henderson Electric of Northwest Florida, LLC for the electrical upgrade needed at the North Head End Building in Crestview. This work is required to accommodate the reconstruction of the Crestview Courthouse as well as provide protection for current and future equipment. BACKGROUND: The Board was previously made aware of mold present in the Crestview Courthouse and staff received direction to vacate all occupants from the building. Staff is progressing with the relocation of all occupants and anticipates complete vacation of the Crestview Courthouse by April 1, 2016. Along with personnel the IT hub located within the Courthouse also requires relocation in advance of construction. All IT staff (both BCC and Clerk of Court) will move to the former Purchasing offices (West Pearl St) which is immediately adjacent to the North Head End building. These upgrades will allow the BCC and Clerk networks to remain fully operational during the reconstruction and beyond. The building currently functions with single-phase power which is inadequate for the current and future needs of the County or the Clerk of Court network. Staff has requested a quote to upgrade the power to three-phase power. The upgrade to three-phase power will allow for lower voltages making is safer and less expensive to run plus it will improve efficiency of the equipment. In addition to the need for three-phase power staff has been made aware that the generator required for this location will take approximately 12 weeks to build. Therefore, any delay in acquisition will impact the staff relocation schedule. Note that personnel will be relocated from the facility prior to the removal of operating equipment. Henderson Electric of Northwest Florida, LLC has provided a quote of $97,373 for material, equipment and labor to complete the upgrade. Due to the urgency of the situation staff has prepared an emergency requisition for the upgrade. This will limit any delays and ensure we will be able to maintain the critical schedule of relocation of all staff from the Crestview Courthouse. This upgrade will also limit the possibilities of any extended network down-time. This situation has been discussed with Purchasing and the Clerk of Court and all parties agree to request Board approval to process an emergency requisition to Henderson Electric of Northwest Florida, LLC for $97,373 for the electrical upgrades at the North Head End Building OPTIONS: Approve/disapprove emergency purchase order to Henderson Electric of Northwest Florida, LLC for the electrical renovation to the North Head-In Building for $97,373. RECOMMENDATIONS: Request approval of emergency purchase order to Henderson Electric of Northwest Florida, LLC for the electrical renovation to the North Head-In Building for $97,373. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator