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HomeMy WebLinkAboutbocc.con.087.238/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 40451513.574000 Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department County Representative Matt Bergstresser County Representative Phone (970) 920-5394 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 45,200.00 $ - $ - $ 45,200.00 Fleet Purchase of 1 new transformer for the Airport. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Transformer Purchase for Airport Holy Cross Energy $ 45,200.00 Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ - $ - $ - $ 45,200.00 Sole Source Goods, Equipment, Supplies 1/26/2023 12/31/2023 New Contract 087.23 Pitkin County Procurement Cover Sheet Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement Rev 2018-10-10 btf Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract with coversheet to clerk’s office for archiving. 1 PITKIN COUNTY SOLE SOURCE PROCUREMENT JUSTIFICATION REQUEST TO: Jon Peacock, County Manager DATE: March 3, 2023 FROM: Matt Bergstresser, Fleet Manager Proposed Contractor: Holy Cross Energy Product/Service: New 3 Phase EV Transformer for Airport Operations Estimate expenditure for the above Product/Service: $ 45,200.00 This form is required, and is to aid you, in documenting your Sole Source request. Complete all portions of this form. This purchase is clearly and legitimately limited to a Single or Sole Source. (Examples: original manufacturer, no regional distributor, standardization etc): Explain: The Airport Operations team requires a new phase 3 electric vehicle transformer to charge its fleet of electric vehicles. Because Holy Cross is the County's electricity service provider, they are the only source available for the purchase and installation of a compatible electric vehicle charging station. Rev 2018-10-10 btf Note: Every effort should be made to obtain a written contract when otherwise required under County procedures. When a contract is obtained, complete the Clerk’s check list and send the original signed contract with coversheet to clerk’s office for archiving. 2 The undersigned requests that Pitkin County waive other procurement requirements and recognize this transaction as a sole source exception to the Pitkin County Procurement Code. Department Head Section Head !#COUNTY REPRESENTATIVE#! Date !#SECTION LEADER#! Date County Manager Reason for Denial: ______________________________________________ !#COUNTY MANAGER SOLE#! Date Fleet Manager Matt Bergstresser Mar-06-2023 Public Works Director Brian Pettet Mar-06-2023 Rich Englehart Mar-06-2023 Deputy County Manager 3799 HIGHWAY 82∙P.O. DRAWER 3350 GLENWOOD SPRINGS, COLORADO 81602 (970) 945-5491∙FAX (970) 945-4081 A Touchstone Energy Cooperative January 26, 2023 Pitkin County Attn: Matt Bergstresser, Chris Baroody 530 E. Main St. #301 Aspen, CO 81611 RE: Pitkin County Airport Operations 3 Phase EV Transformer To Whom it May Concern, Holy Cross Energy has completed a design and cost estimate for providing electric service to the above referenced project, hereinafter the “Project”. Our facilities will be installed as shown on the attached sketch. The owner or developer of the subject Project is hereinafter referred to as the “Owner”. The estimated cost of construction is as follows: Total estimated cost of underground construction $46,200.00 Standard Construction Allowance $(1,000.00) Construction deposit consisting of equivalent overhead credits (refundable) $29,900.00 Contribution in aid of construction (non-recoverable) $15,300.00 Total payment required before starting work on the project $45,200.00 Electronic payments are now being accepted with a 2.5% Convenience Fee. Please contact us if you’d like to know more. The above figures are only estimates. After the job has been completed, the actual cost of construction will be determined. The Owner’s contribution and deposit will be adjusted to reflect the actual cost by making a refund or further assessment. Execution of this document constitutes the Owner’s agreement to pay any further assessment in a timely manner. This payment is being made by (and any refunds at final accounting will be sent to): Payee: Phone: Address: Adjusted construction deposits are available for refunds over a ten year period as specified by Holy Cross Energy's Line Extension Policy. These refunds will be paid to (unless otherwise directed in writing): Name: Address: Address: Our power facilities must be installed on an easement. Please execute and return the enclosed document. Pitkin County Attn: Matt Bergstresser 970-920-5393 Pitkin County 530 E Main Street 76 Service Center Rd Aspen, Co 81611 Aspen, Co 81611 Pitkin County January 26, 2023 Page Two The following conditions are hereby noted: 1.A Load Form must be submitted for this project. These forms are available on-line and can be found by visiting www.holycross.com. 2.Holy Cross Energy has separate Policies and Procedures for Generation Interconnections. Please visit www.holycross.com or send an e-mail to renewables@holycross.com for more information. 3.Holy Cross Energy has implemented a policy which requires that the Owner provide all excavation, backfill, compaction and cleanup needed for installation of the underground power system extension to serve the Project. The Owner must also set all vaults and install all conduits as specified by Holy Cross Energy’s design for the Project and the enclosed construction specifications. Holy Cross Energy will supply all material which can be picked up by the Owner at the appropriate storage yard. The cost of this material is included in the job cost estimate. The attached Trench, Conduit, and Vault Agreement must be properly executed by the Owner and returned prior to the start of excavation. 4.No excavation will be undertaken within five (5) feet of existing underground power lines except under the on site supervision of a Holy Cross Energy employee. 5.It shall be the Owner’s responsibility to ensure that splice vaults, switchgear vaults and transformer vaults installed hereunder for the Project are accessible by Holy Cross boom trucks and other necessary equipment and personnel at all times. The use of such access by Holy Cross shall not require removal or alteration of any improvements, landscaping, or other obstructions. The ground surface grade shall not be altered within ten (10) feet of said splice, switchgear and transformer vaults, nor along the power line route between the vaults. The ground surface grade at said transformer and switchgear vaults shall be six (6) inches below the top of the pad. The ground surface grade at said splice vaults shall be even with the top of the pad. The manhole opening of said splice vaults shall be uncovered (excluding snow) and accessible at all times. Improvements, landscaping or any other objects placed in the vicinity of said transformers and switchgear shall be located so as not to hinder complete opening of the equipment doors. The ground surface within ten (10) feet of said transformer and switchgear doors shall be flat, level and free of improvements, landscaping, and other obstructions. Improvements, landscaping and other objects will be kept a minimum of four (4) feet from non-opening sides and backs of said transformers and switchgear. Owner hereby agrees to maintain the requirements of this paragraph and further agrees to correct any violations which may occur as soon as notified by Holy Cross Energy. Said corrections will be made at the sole cost and expense of Owner. 6.Secondary voltage available will be 480Y/277, three-phase. 7.Secondary facilities shall be installed in accordance with National Electrical Code and Holy Cross Energy specifications. All meter locations must be approved. Any service over 200 amps or 240 volts must have prior written approval from Holy Cross Energy. 8.It will be the Owner’s responsibility to extend underground secondary entrance conductors from the pad-mounted transformer, or junction box, to points of power usage. 9.All underground services shall be installed in conduit ahead of the meter. All underground services must be in conduit beneath roads, driveways, and other areas of difficult excavation. 10.Low voltage starting will be required on all three-phase motors larger than 25 HP and all single- phase motors larger than 10 HP. 11.Motor protection from phase loss and other voltage problems should be provided. This equipment shall be installed and maintained at the expense of the Owner. Pitkin County January 26, 2023 Page Three 12.The above mentioned cost estimate does not include connect fees or meter deposits, if required. Arrangements for payment of these items and for scheduling the actual meter installation should be made through the local Holy Cross Energy office. 13.We attempt to complete all projects in a timely manner. However, highest priority is given to maintaining service to our existing consumers. This fact, along with inevitable construction delays, will not allow us to guarantee a project completion date. 14.All Holy Cross Energy rules and regulations will be followed. 15.When Holy Cross Energy is in receipt of the Owner’s check in the amount of $45,200.00, all necessary executed easements, other permits, if required, a completed “Residential Load Form” or “General Services Load Form”, the executed trench agreement, and the signed original of this letter agreement (below), the job can be scheduled for construction. Holy Cross Energy does not accept checks with lien waivers. Sincerely, HOLY CROSS ENERGY Libby Cowling, Engineering Department lcowling@holycross.com (970) 947-5428 LC:MM Enclosure The above terms and conditions are hereby agreed to and accepted By: Title: Date: W/O#23-24582:78-65: PITCO AIRPORT OPERATIONS 3PH EV TRANSF 23-24582 Contract Letter Fleet Manager 1/30/2023 Certificate Of Completion Envelope Id: F464089E0A354B588C63120CB9C963E4 Status: Completed Subject: Holy Cross Energy | Pitkin County Contract 087.23 for Review and Signature Source Envelope: Document Pages: 7 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 0 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 216.237.91.144 Record Tracking Status: Original 3/3/2023 10:45:10 AM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Matt Bergstresser matt.bergstresser@pitkincounty.com Fleet Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 3/3/2023 10:47:50 AM Viewed: 3/6/2023 6:37:14 AM Signed: 3/6/2023 6:38:35 AM Electronic Record and Signature Disclosure: Accepted: 3/6/2023 6:37:14 AM ID: 182c7f6d-4e58-4e0f-b83c-f64905f9f94a Company Name: Pitkin County, Colorado Brian Pettet Brian.Pettet@PitkinCounty.com Public Works Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 71.196.148.43 Signed using mobile Sent: 3/6/2023 6:38:38 AM Viewed: 3/6/2023 8:38:43 AM Signed: 3/6/2023 8:39:04 AM Electronic Record and Signature Disclosure: Accepted: 3/6/2023 8:38:43 AM ID: 2aca4569-6209-4ea4-b6fb-236c4e87e810 Company Name: Pitkin County, Colorado Rich Englehart rich.englehart@pitkincounty.com Deputy County Manager Pitkin County Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 73.34.180.169 Sent: 3/6/2023 8:39:05 AM Viewed: 3/6/2023 9:18:20 AM Signed: 3/6/2023 9:18:26 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement procurement@pitkincounty.com Procurement Manager Pitkin County Security Level: Email, Account Authentication (None) Sent: 3/6/2023 9:18:27 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 3/6/2023 9:18:28 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 3/3/2023 10:47:50 AM Certified Delivered Security Checked 3/6/2023 9:18:20 AM Signing Complete Security Checked 3/6/2023 9:18:26 AM Completed Security Checked 3/6/2023 9:18:28 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County (we, us or Pitkin County) may be required by law to provide you with certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically when we send you documents for electronic signature. Acknowledging your Access, Intent, and Consent to Receive and Sign Materials Electronically To confirm that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receive notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that:  I am establishing my intent to be bound to the transaction, and indicating that I am fully aware of the purpose for which the signature is being provided.  I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and  I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and  Until or unless I notify Pitkin County as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to me by Pitkin County during the course of my relationship with you. Signing Documents without a Pitkin County DocuSign Account: Pitkin County may not require all document signers to be authorized users of the Pitkin County DocuSign Account. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this document. When you don't have a DocuSign account, you will be provided the opportunity to agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can download and retain this disclosure. Pitkin County will forward completed documents that you've reviewed, processed or signed via email. Should you require copies of these signed documents (e.g., if they get deleted from your email account) you should request those documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin County custodian who sent you the document for signature. Signing Documents with a Pitkin County DocuSign Account: Electronic Record and Signature Disclosure created on: 3/20/2020 3:28:13 PM Parties agreed to: Matt Bergstresser, Brian Pettet Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree' button at the bottom of this document. Getting paper or electronic copies At any time, you may request from us a paper or electronic copy of any record provided or made available electronically to you by us. For such copies, as long as you are an authorized user of the DocuSign system you will have the ability to download and print any documents we send to you through your DocuSign user account for a limited period of time (usually 30 days) after such documents are first sent to you. 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Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact Pitkin County: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to Helpdesk@provelocity.com To advise Pitkin County of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at Helpdesk@provelocity.com and in the body of such request you must state: your previous e-mail address, your new e-mail address . 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