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AGENDA ITEM REVIEW FORM |
6.D.
Regular City Council Meeting
- Meeting Date:
- 01/08/2025
- 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 a contract change order on electrical equipment for Well Site #5 New Well and Treatment Unit project. (Jorge Perez, Assistant Director of Public Works)
SUMMARY:
On April 24, 2024, the City Council approved a purchase order of electrical equipment for the Well Site #5 New Well and Filtrations System project. The Department of Public Works took the lead in obtaining quotes from three vendors and presented the item before the City Council to aid with the long lead delivery times ahead of the project construction. Items were ordered in May 2024, and construction work began in July 2024. We were optimistic and kept inquiring for updates on the delivery of the electrical equipment. Two out of the three items have already been delivered to the job site and are under the control of the general contractor for installation. Unfortunately, the Service Entrance Section (SES) has a delivery time of May-June 2025, which may also be extended as it has been our experience on other projects. Our construction contract has a construction completion date of March 2024, and the tardiness of the equipment puts a burden on the general contractor as well as on the City. Due to the high water demand during the summer months and growth, it is imperative that this project gets completed on time.
Public Works recently explored the option of purchasing an SES, which became available through a different vendor, but the proposal was out of consideration due to the very elevated cost. At this time, Public Works asked our vendor and its suppliers for expedited delivery. Siemens (Equipment Supplier) did offer an expedited delivery for a fee of $35,670.00, with a commitment to ship equipment no later than February 3, 2025. Staff is seeking Council approval of the change order for Specialty Electric in the before-mentioned amount and to approve a budget transfer as described in the fiscal impact of this item.
Public Works recently explored the option of purchasing an SES, which became available through a different vendor, but the proposal was out of consideration due to the very elevated cost. At this time, Public Works asked our vendor and its suppliers for expedited delivery. Siemens (Equipment Supplier) did offer an expedited delivery for a fee of $35,670.00, with a commitment to ship equipment no later than February 3, 2025. Staff is seeking Council approval of the change order for Specialty Electric in the before-mentioned amount and to approve a budget transfer as described in the fiscal impact of this item.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PROPOSED CHANGE ORDER FOR SPECIALTY ELECTRIC FOR THE WELL SITE #5 PROJECT IN THE AMOUNT OF $35,670.00 AND THE BUDGET TRANSFER FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $35,670.00
- BUDGETED AMOUNT:
- N/A
- AVAILABLE AMOUNT TO TRANSFER:
- $288,093.24
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- See fiscal impact statement
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
Original Purchase Order Amount: $204,036.00
Purchase Order #2024-00003589
Proposed Change Order Amount: $35,670.00
This amount is to be transferred from the water operations Maintenance/Other account 300-302-70025 to the Water Capital Outlay CIP account 300-302-90015.
Purchase Order #2024-00003589
Proposed Change Order Amount: $35,670.00
This amount is to be transferred from the water operations Maintenance/Other account 300-302-70025 to the Water Capital Outlay CIP account 300-302-90015.