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Home My WebLink About05 - Zone III Pump Station Variable Frequency Drive (VFD) Replacement — Award of Contract No. 6278 (Project No. 16W16)PO CITY OF z NEWPORT BEACH Cq G�p� P City Council Staff Report December 8, 2015 Agenda Item No. 5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Ben Davis, Civil Engineer PHONE: 949-644-3317 TITLE: Zone III Pump Station Variable Frequency Drive (VFD) Replacement — Award of Contract No. 6278 (Project No. 16W16) ABSTRACT: Staff has received construction bids for the replacement of two (2) of the City's Variable Frequency Drives (VFD) serving the Zone III Pump Station, and is requesting City Council's approval to award the construction contract to Industrial Power and Automation, Inc. of Temecula, California. RECOMMENDATION: a) Approve the project plans and specifications; b) Approve Budget Amendment No. 16BA-019 appropriating $143,500.00 from the unappropriated Water Enterprise fund to Account No. 70101-980000-16W16; c) Award Contract No. 6278 to Industrial Power and Automation, Inc. for the Total Bid Price of $129,500.00, and authorize the Mayor and City Clerk to execute the contract; and d) Establish a contingency of $13,000.00 (approximately 10% of Total Bid) to cover the cost of unforeseen work not included in the original contract. FUNDING REQUIREMENTS: The Budget Amendment records and appropriates $143,500 in increased expenditure appropriations from the Water Enterprise Fund unappropriated fund balance. Upon approval of the budget amendment, there is sufficient funding for this work. Costs will be expensed to the Capital Improvement Program project account in the Public Works Department, Account No. 70101-980000-16W16; 16W16 -Construct -701 -Unassigned. 5-1 Zone III Pump Station Variable Frequency Drive (VFD) Replacement — Award of Contract No. 6278 (Project No. 16W16) December 8, 2015 Page 2 Vendor Purpose Amount Industrial Power and Automation, Inc. Construction Contract $ 129,500.00 Industrial Power and Automation, Inc. Construction Contingency $ 13,000.00 Printing and Incidentals Unassigned $ 1,000.00 Total: $ 143,500.00 DISCUSSION: At 10:00 a.m. on November 19, 2015, the City Clerk opened and read the following bid for this project: BIDDER TOTAL BID AMOUNT Low Industrial Power and Automation, Inc. $ 129,500.00 The low bid amount is 14 percent below the Engineer's Estimate of $150,000. Although staff only received one (1) bid, a comparison of the bid prices for each bid item shows that the bid is very consistent with the Engineer's Estimate. A check of the contractor's qualifications found that they have satisfactorily completed similar work for municipalities in Orange and San Diego Counties. VFDs are essential motor control devices for pumps which allow the motors to operate at variable speeds resulting in significant energy savings. The ability to operate motors at variable speeds, as opposed to a simple on/off function, allows the City to only use as much energy as required to match demand, which reduces the amount of wasted energy. In addition to energy savings, the life of pump impellers, bearings and seals are greatly improved with the addition of VFDs. The current Zone III Pump Station Variable Frequency Drives (VFDs), located at the City's Big Canyon Reservoir (BCR) site, were installed in 2001 and have reached the end of their design life. Two (2) of the four (4) VFDs recently failed and require replacement. The Zone III Pump Station serves potable water to businesses and residents in the higher elevation areas of the City which is generally located east of Jamboree Road and north of East Coast Highway. The majority of the City's water supply comes from local underground water that is pumped from the Orange County aquifer and is stored at BCR. Water is then pumped again from BCR to higher elevation areas (Zones III, IV and V). The City also has several Metropolitan Water District (MET) connections which allows us to purchase imported water from MET. Although these connections with MET improved our overall water system reliability and redundancy, water purchased from MET is approximately three (3) times the cost of pumped groundwater. These two (2) VFDs need to be replaced in a timely manner in order to maximize our use and pumping of local groundwater. 5-2 Zone III Pump Station Variable Frequency Drive (VFD) Replacement — Award of Contract No. 6278 (Project No. 16W16) December 8, 2015 Page 3 Upon award of this construction contract, the contractor will start construction in January 2016 and will be allowed 150 consecutive working days to complete the work. The extended duration is attributed to the long lead time needed to assemble and customize the equipment as required by the contract documents. The new VFDs are scheduled to be back in service by July 2016. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Class 2 Section 15302(c) (replacement of existing utility systems involving no expansion of capacity) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential to have a significant effect on the environment. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Location Map Attachment B — Budget Amendment 5-3 m 0 PROJECT - LOCATION ROJECTLOCATION 0 c � ATTACHMENT A O q Q� H� S R D ZONE III PUMP STATION VARIABLE FREQUENCY DRIVE (VFD) REPLACEMENT LOCATION MAP a BIG CANYON RESEVOIR N.T.S. CITY OF NEWPORT BEACH PUBLIC WORKS DEPARTMENT C-6278 12/8/15 5-4 ATTACHMENT B City of Newport Beach BUDGET AMENDMENT 2015-16 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations AND Transfer Budget Appropriations SOURCE: from existing budget appropriations from additional estimated revenues X from unappropriated fund balance EXPLANATION: NO. BA- 16BA-019 AMOUNT:1 $143,500.00 Increase in Budgetary Fund Balance X Decrease in Budgetary Fund Balance No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase expenditure appropriations from the Water Fund for the construction contract related to the two Variable Frequency Drives serving the Zone III Pumo Station. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Object Description REVENUE ESTIMATES Org Object Description EXPENDITURE APPROPRIATIONS Org Number Object Number Project Number Org Number Object Number Project Number Description 70101 Water Fund CIP 980000 Capital Improvement Project 16W16 Zone III Pump State VFD Replacement of Amount Debit Credit $143,500.00 Automatic System Entry. Signed: G/ Financial Approval: FinarSce Director ` Date Signed: Administrative -Approval: City Manager v Date Signed: City Council Approval: City Clerk Date 5-5