9.A.
City Council Meeting - FINAL
- Meeting Date:
- 09/17/2013
- From:
- Mark Richardson, Operations Manager
Information
TITLE:
Emergency Purchase of a 700 HP Variable Frequency Drive(VFD) Motor Control for the Shop Well
RECOMMENDED ACTION:
Approve the purchase from Applied Ingenuity, LLC in the amount of $ 94,797.00.
Policy Decision or Reason for Action:
On June 28th, the Shop Well Variable Frequency Drive unit for the main well failed. On July 3rd, it was determined that the 700 HP unit could not be repaired and our well pump vendor was contacted to inquire on the cost and availability of a replacement. The Shop Well is the second largest producing water well with a daily capacity of 1.44 million gallons. Repair of this well was crucial to providing water to our customers during the summer peak season. Under the guidance of Purchasing, the purchase order was created July 9, 2013 in the amount of $114,397.00.
Subsidiary Decisions Points: Manufacturer of the original unit had all internal parts for the 700 HP Variable Frequency Drive (VFD) available for immediate shipment. This allowed us to utilize the existing cabinet. Replacement of the entire VFD would have taken 16 to 18 weeks. Instead the components were installed and the well back in operation within 30 days.
Subsidiary Decisions Points: Manufacturer of the original unit had all internal parts for the 700 HP Variable Frequency Drive (VFD) available for immediate shipment. This allowed us to utilize the existing cabinet. Replacement of the entire VFD would have taken 16 to 18 weeks. Instead the components were installed and the well back in operation within 30 days.
Financial Impact:
The purchase was made on July 9, 2013 using Utilities Local Well Maintenance Account 201-4716-720-2205 and supplemented by 201-4724-720-2205. These accounts are for the maintenance and repair of wells. Instead the variable frequency drive motor control was purchased as an emergency purchase.
Connection to Council Goal:
1. Repair Replace maintain infrastructure (streets & utilities)
Has There Been Previous Council Decision on This:
No prior decision
Options and Alternatives:
Prepare a complete bid specification and advertise for a complete 700 HP Variable Frequency Drive. The expected delivery would have been 16 to 18 weeks after award and acceptance by Council. The potential down time for this critical water production well would have been 6 to 7 months.
Background/History:
The Shop Well is the second largest well at 1.44 Million Gallons per Day (MGD) and is a critical piece of the City's water production infrastructure.
Key Considerations:
All parts necessary to replace the Variable Frequency drive were available for immediate shipment. Allowing for transportation, stripping the existing cabinets and install of the new VFD, emergency replacement was completed within four weeks. Staff procured these parts in advance of City Council's authorization following Management Services procurement procedures due to the emergency requirement of having this critical water supply back operational as soon as possible.
Community Benefits and Considerations:
Shop Well is a crucial piece of water supply infrastructure. Minimizing the down time of any water supply well is important especially during peak demand periods.
Community Involvement:
Inform