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Item No:                    4.B.2.

 

Meeting Date:           August 12, 2013

 

From:                          Mike Thornton, Purchasing Manager, for

                                    Patrick Foster, Deputy Director Electric Department

 

Subject:                      Purchase request from the Electric Department for repairs to a power transformer at East Substation.

 

 


Staff Recommendation:

Staff recommends award of the bid and approval of the purchase to Electrical Engineering Enterprises, Inc. (EEE) for a total cost of $36,604.00.

 

Analysis:

The purpose of this project is to contract with a qualified company to provide labor to repair power transformer no. 3 at East Substation.  The transformer is bypassing oil from the main tank to the Load Tap Changer (LTC).  The Electric Department has made all the repairs they possibly can.  The transformer is now at a point where it must be drained and a long term repair be completed.  This transformer is the primary unit that provides power to the Cutrale plant.

 

The repair will involve taking the transformer out of service and removing all the oil from both the transformer and LTC tanks.  The vendor will replace the bushings and all gaskets/seals on the transformer including the leaking gasket on the LTC backboard.  Once the transformer is resealed a vacuum will be pulled on the transformer to remove all moisture and the previously removed oil will be filtered, processed and placed back into the transformer and LTC tank.

 

The Purchasing Division issued Invitation to Bid (ITB) 130521 which included technical specifications prepared by the Electric Department.  The scope of work calls for the contractor to provide labor only.  The City will purchase the required gaskets and bushings and provide them for installation.  The bushings have already been ordered under a purchase order approved by the City Manager for a cost of $16,511.00.  The parts have a long lead time from the manufacturer.  Using this method has allowed the parts to be ordered and they will be on hand when work begins.

 

On July 16, 2013 the City received four responses to the ITB provided here.

 

Vendor Name / Location

Location

Bid Price

% Higher

Electrical Engineering, Enterprises, Inc.

Tampa, FL

$36,604.00

0%

Delta Star

Lynchburg, VA

$58,500.00

37.4%

SPX Transformer Solutions, Inc.

Goldsboro, NC

$74,750.00

51%

North Amer. Substation Services, LLC

Altamonte Springs, FL

$97,300.00

62.3%

All vendors were deemed responsive.  The past performance references for the low bidder Electrical Engineering Enterprises, Inc. were verified and all were positive.  Staff has deemed EEE to be the lowest responsive and responsible bidder and according to purchasing policy and the ITB should be awarded the bid.

 

The City’s Local Vendor Preference was not a factor in this ITB as none of the responding companies qualified for the Tier I or Tier II preference.

 

Options:

1.  Approve the award and purchase to Electrical Engineering Enterprises, Inc., or

2.  Such alternative action as the Commission may deem appropriate

 

Fiscal Impact: 

A budget adjustment has been processed to use Renewal & Replacement (R&R) funds for this repair.  The total cost of this repair, parts & labor, will be $53,115.00.  This does not include Electric Department labor costs.

 

Submission Date and Time:    8/12/2013 10:19 AM____

 

Department: __Electric Department______

Prepared by:  _Mike Thornton________                     

Attachments:         Yes____   No __X___

Advertised:   _X__Not Required ______                     

Dates:   _June 30,  2013_______                     

Attorney Review :       Yes___  No ____

                                                

_________________________________           

Revised 6/10/04

 

Reviewed by: Dept. Head ________

 

Finance  Dept. __________________                                     

                              

Deputy C.M. ___________________                                                                         

Submitted by:

City Manager ___________________

 

Account No. _041-1062-531.46-10____

 

Project No. __415820______________

 

WF No. _____WF0846093 / 001_____

 

Budget  _____$92,000.00__________

 

Available ____$92,000.00__________