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AGENDA ITEM REVIEW FORM |
6.A.
Regular City Council Meeting
- Meeting Date:
- 05/26/2021
- Department Head:
- Eulogio Vera
- Submitted By:
- Liliana Evangelista, Administrative Coordinator, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding an urgent requirement for electrical control panel improvements for Lift Station 300. (Eulogio Vera, Director of Public Works)
SUMMARY:
Staff seeks approval for $48,117.40 for additional work required to upgrade the lift station’s pump electrical control panel.
The emerging requirement to replace the pump electrical control panel at Lift Station 300, this action is urgently required to ensure reliable and safe operation of the lift station. This action will upgrade the pump control panel by replacing all three “soft starters”. The most responsive and cost effective approach to replacing the panel will be via in-house Public Works labor (assigned electrician), using commercially-procured equipment and materials. We are in receipt of a $48,117.40 quote from James, Cooke & Hobson, Inc. (JCH) for the required equipment/materials. Sole Source authorization is appropriate for this purchase in the interest of standardization of the City’s wastewater control systems, improving maintainability and reducing life-cycle operation and maintenance costs.
The staff recommends that formal bidding procedures be waived for the emerging pump electrical control panel requirement, as allowed under the San Luis City Code-Purchasing Section 36.01(H), and that the project be procured through the quote process (soul source) to save approximately four weeks of advertising time. Upon receipt of equipment and materials, in-house installation will have a short duration of less than three weeks.
The emerging requirement to replace the pump electrical control panel at Lift Station 300, this action is urgently required to ensure reliable and safe operation of the lift station. This action will upgrade the pump control panel by replacing all three “soft starters”. The most responsive and cost effective approach to replacing the panel will be via in-house Public Works labor (assigned electrician), using commercially-procured equipment and materials. We are in receipt of a $48,117.40 quote from James, Cooke & Hobson, Inc. (JCH) for the required equipment/materials. Sole Source authorization is appropriate for this purchase in the interest of standardization of the City’s wastewater control systems, improving maintainability and reducing life-cycle operation and maintenance costs.
The staff recommends that formal bidding procedures be waived for the emerging pump electrical control panel requirement, as allowed under the San Luis City Code-Purchasing Section 36.01(H), and that the project be procured through the quote process (soul source) to save approximately four weeks of advertising time. Upon receipt of equipment and materials, in-house installation will have a short duration of less than three weeks.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE PURCHASE OF $49,118.00 FROM THE BOND CAPITAL OUTLAY BUDGET ACCOUNT AND, APPROVE CONTRACTING WITH JAMES, COOKE & HOBSON, INC. FOR THE REQUIRED EQUIPMENT AND MATERIALS FOR LIFT STATION 300 CONTROL PANEL REPLACEMENT, AND WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- YES
- CITY/STATE/FEDERAL FUNDS:
- BOND
- TOTAL:
- $48,117.40
- BUDGETED AMOUNT:
- See fiscal impact stmt
- AVAILABLE AMOUNT TO TRANSFER:
- $49,118
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 310-311-90015.350 Captal Outlay - CIP $1,320,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
We have budgeted $1,320,000 for unforeseen allowable bond projects. We are requesting council approval to utilize $48,117.40 of this budget for the upgrade costs of lift station.