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AGENDA ITEM REVIEW FORM |
7.C.
Regular City Council Meeting
- Meeting Date:
- 04/24/2024
- Department Head:
- Eulogio Vera
- Submitted By:
- Jorge Perez, Assistant Director of Public Works, Public Works Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding the purchase of electrical equipment for the Water Well Site #5 Project. (Jorge Perez, Assistant Director of Public Works)
SUMMARY:
The Department of Public Works and its water division are currently working on the development, design, and construction of a new groundwater well, filtration system, and building improvements at Well Site #5. Some of the equipment, like the filtration system and the pre-engineered metal building, have been ordered to take advantage of time and allow for the fabrication and delivery of materials. Public Works would like to procure electrical equipment such as the Service Entrance Section (SES), the Automatic Transfer Switch (ATS), and the Generator to advance on their fabrication and delivery.
The project was initiated at the beginning of the fiscal year by bringing a consultant on board to produce design plans for the construction of the well, to work with Pureflow filtration system and incorporate their system design into the project design, and to also produce 100% plans including electrical equipment and construction. The project has advanced in design in construction phases, concentrating initial efforts into the well design and filtration system for it to be ordered. At this stage, the design is far along to produce engineering design for the electrical equipment, and thus, the Department of Public Works is seeking the purchase of the aforementioned equipment. Conducting a formal bid process for the purchase of a new SES, ATS, and Generator could add 6-8 weeks to the project schedule. With this in mind, Public Works, with the assistance of its consultants, requested and obtained three proposals from Tumex Corporation/Specialty Electric, D&H Electric, Inc., and WW.Williams Power Solutions. All three responsive vendors provided estimated time of delivery and pricing as follows:
Public Works is seeking Mayor and Council approval to purchase the Service Entrance Section (SES), the Automatic Transfer Switch (ATS) and the Generator from Tumex Corporation/Specialty Electric in the amount of $204,036.00 and to waive the formal purchasing procedures as authorized under the San Luis City Code, Section 3.05.010(F) Procedures Waived.
The project was initiated at the beginning of the fiscal year by bringing a consultant on board to produce design plans for the construction of the well, to work with Pureflow filtration system and incorporate their system design into the project design, and to also produce 100% plans including electrical equipment and construction. The project has advanced in design in construction phases, concentrating initial efforts into the well design and filtration system for it to be ordered. At this stage, the design is far along to produce engineering design for the electrical equipment, and thus, the Department of Public Works is seeking the purchase of the aforementioned equipment. Conducting a formal bid process for the purchase of a new SES, ATS, and Generator could add 6-8 weeks to the project schedule. With this in mind, Public Works, with the assistance of its consultants, requested and obtained three proposals from Tumex Corporation/Specialty Electric, D&H Electric, Inc., and WW.Williams Power Solutions. All three responsive vendors provided estimated time of delivery and pricing as follows:
- Specialty Electric - $204,036.00 – Lead time 367 days.
- D&H Electric - $189,900.00 – Lead time 420 days.
- WW.Williams - $119,000.00 (Did not include SES) – Lead time 213 days.
Public Works is seeking Mayor and Council approval to purchase the Service Entrance Section (SES), the Automatic Transfer Switch (ATS) and the Generator from Tumex Corporation/Specialty Electric in the amount of $204,036.00 and to waive the formal purchasing procedures as authorized under the San Luis City Code, Section 3.05.010(F) Procedures Waived.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF ELECTRICAL EQUIPMENT FOR WELL SITE #5 PROJECT IN THE AMOUNT OF $204,036.00 AND TO WAIVE FORMAL PURCHASING PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $204,036.00
- BUDGETED AMOUNT:
- $1,600,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See Fiscal Impact
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Proposal are as follows:
Public Works is seeking council approval for this purchase and to order equipment as presented. Funding will be allocated in fiscal year 2025 for payment to be processed upon delivery of equipment.
- Specialty Electric - $204,036.00 – Lead time 367 days.
- D&H Electric - $189,900.00 – Lead time 420 days.
- WW.Williams - $119,000.00 (Did not include SES) – Lead time 213 days.
Public Works is seeking council approval for this purchase and to order equipment as presented. Funding will be allocated in fiscal year 2025 for payment to be processed upon delivery of equipment.