Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO BID AND AWARD CONTRACTS FOR THE EASTSIDE SUBSTATION TRANSFORMER REPLACEMENT PROJECT.
Brief Description: This Resolution involves the purchase of substation electrical equipment and the bid and award of a construction contract as part of the electrical transformer replacement project at the City’s Eastside substation. In 2020 staff received permission to bid and award all components of the project within the 2021 operational year with passage of Resolution 20-162. The project budget is $900,000. The development of the project design RFP, award of the design and specifications contract, and the actual initial design work for the transformer replacement project, pushed the bidding schedule of the electrical equipment and associated components for the project into 2022. With requests to bid and award occurring outside of 2021, staff is returning to Council for permission to bid and award three contracts for the purchase of equipment and the construction of the project.
Body
Legislative History
Resolution 20-162 A RESOLUTION AUTHORIZING THE CITY MANAGER, DURING THE YEAR 2021, TO ADVERTISE FOR BIDS passed on December 15, 2020.
Purpose & Explanation
In addition to the purchase of the transformer for the eastside substation transformer replacement project, staff is requesting permission to purchase required electrical equipment and materials required as part of the project and wishes to bid and award a project construction contract.
The projects associated electrical equipment will be purchased in-house, as was the transformer, to reduce procurement costs. The equipment will consist of two (2) separate bids. The third bid will be for project construction.
Authorization to Bid and Award:
Item 1: Three (3) substation transformer voltage regulators - Eng. Estimate - $150,000 + 10% = $165,000
Item 2: Steel Structures, required switches, bussing, and associated components for construction of the project - Eng. Estimate - $100,000 + 10% = $110,000
Item 3: Advertise and enter into a contract for the construction of the project - Eng. Estimate - $150,000 + 10% = $165,000
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
Competitively bid and advertised for two consecutive weeks; bid tab attached: [Yes/No/NA])
Joint or Cooperative Purchase Program
Professional Services
X Other: Contracts will be bid and awarded per City Charter
Fiscal Impact
Project Currently Budgeted (Account #,)
X Supplemental Appropriation Required (Account # 503-5140, $54,067.00)
X Supplemental Re-Appropriation Required (Account #, $385,933)
Appropriation Not Required
Does this legislation require use of an emergency clause?
Yes
X No
Recommendation
Suggested Action
Staff recommends City Council authorize the City Manager to advertise, bid, and award the three contract items as detailed above in an amount not to exceed $440,000. Should bids come in higher than estimated, staff will return to discuss additional appropriations if required.
Submitted by,
Thomas Sheridan, Interim City Manager
Frank J. Comeriato, Jr., Asst City Manager-Operations
Kevin Powell, Asst. PW Director-Utilities