| | | | | | | | | City Council Agenda Request April 16, 2019
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AGENDA REQUEST NO: III.D.
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| AGENDA OF: City Council Meeting |
| INITIATED BY: Jimmy Vandever, PMP, Construction Services Manager |
| PRESENTED BY: Jimmy Vandever, Construction Services Manager |
| RESPONSIBLE DEPARTMENT: Engineering |
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| | | | | | | | AGENDA CAPTION: | Consideration of and action on authorizing the execution of a Construction Contract with C.F. McDonald Electric, Inc., in the amount of $223,869.00, for the Emergency Generators Electrical Service Rework and Ground Conductors Project, CIP MU1712. |
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| | | | | | | | RECOMMENDED ACTION: | Authorize the execution of a construction contract with C.F. McDonald Electric, Inc. for the Emergency Generators Electrical Service Rework and Ground Conductors Project CIP MU1712 in the amount of $223,869.00. |
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| | | | | | | | EXECUTIVE SUMMARY: | City Council accepted a Federal Emergency Management Agency (FEMA) Grant for an 80/20 match funding to purchase and install Emergency Generators in November 2016. The design contract for the generators was awarded in August 2017 and the initial construction contract was awarded in June 2018. The scope of the project included two Emergency Generators and electrical work to be installed at the Public Works Facility and the City Hall Annex. During the course of the construction, the contractor discovered there were issues with the existing equipment and absence of ground wires that must be installed to meet the current electrical service provider's (CenterPoint) standards for safety.
This additional work is needed to install disconnects from the main services at two (2) of the three (3) electrical services. The two (2) services were installed many years ago at the original Public Works buildings and City Hall Annex, which do not have a way to disconnect power from the main CenterPoint feed. These have been "grandfathered"; however, CenterPoint requires the two (2) services to be upgraded for safety reasons. The services also do not have a ground wire from the service to the electrical panel. This must be installed due to safety reasons. The ground wire is required to be in the same conduit as the conductor. In order to install the ground wire, the contractor must pull the existing conductor wires from the conduits and reinsert them with the newly added ground wire.
Due to the age of the conductor and the uncertainty of the condition of the conduits, there is a very high probability of damaging the existing conductor wires at no fault of the contractor. Staff included this work as an alternate within the bid to account for new conductor wire in the likely event it is damaged or not reusable. The new conductor wire must be available during the work which will take place over a weekend to minimize disruption of city services and power outage at the Public Works Campus and the City Hall Annex. If the contractor can replace the existing conductor wire with the ground wire, the bid alternate will not be used, eliminating the need for the funds set aside for the alternate.
The project was advertised and a pre-bid meeting was held on January 31, 2019. Sealed bids were opened on February 7, 2019, with only one bidder submitting. C.F. McDonald Electric, Inc., the contractor performing the work for the generators was the sole bidder. The base bid for the project total is $156,469 and the alternate bid items total is $67,400 for a grand total of $223,869. The CIP MU1712 project has an unencumbered balance of $112,361 and a budget amendment of $130,000 was approved on April 2 by the City Council, resulting in a total available budget of $242,361 to cover the grand total plus approximately 5% for contingency.
Staff is working with FEMA representatives to approve the scope and budget increase for this project. If approved, the City could receive additional funds and the city’s portion would be approximately $22,300 for this additional work with the remaining funds coming from the grant process.
The generators have been delivered and installed at both locations but are not operable until this work is performed. Once the work is performed, it will take approximately one week to complete the remainder of the work and commission the generators into service.
The Engineering and Emergency Management Departments recommend approval of a construction contract with C.F. McDonald Electric, Inc., for the Emergency Generators Electrical Service Rework and Ground Conductors Project, CIP MU1712, in the amount of $223,869.00. |
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BUDGET |
| EXPENDITURE REQUIRED: $223,869.00 |
| CURRENT BUDGET: $242,361.00 |
| ADDITIONAL FUNDING: |
| FUNDING SOURCE:CIP MU1712 |
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