HomeMy WebLinkAboutAgenda - 09-04-2018 8-o - Ratification of Contract Signature Authority for Emergency Contract
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.
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SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to
this item:
• GOAL: ENABLE FULL CIVIC PARTICIPATION
Ensure that Orange County residents are able to engage government through voting and
volunteering by eliminating disparities in participation and barriers to participation.
RECOMMENDATION(S): The Manager recommends the Board 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.
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