(8)AR 070709 RW Beck Inc - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR CITY COUNCIL MEETING OF JULY 07, 2009 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: Jeannette Olko, Electric Utility General Manager ITEM #8 SUBJECT: Award a contract to RW Beck, Inc. to provide engineering services for an Electric Power System Study in an amount not -to -exceed $159,000 DATE: June 29, 2009 BACKGROUND: The Electric Utility is in need of an Electric Power System Study that includes an engineering model of the electric system, protective device coordination study, and an arc flash study. An engineering model of the electric system will be used to conduct a complete engineering analysis of the transmission and distribution system and will assist staff to recalculate settings of protective devices as new customers are added on to the system. The protective device coordination study is a coordinated protection scheme among relays, fuses, and other equipment to minimize outages to the minimum number of customers and improve reliability to the system. An arc flash analysis will determine the potential exposure for Electric Utility personnel in terms of arc energy and hazard levels on the transmission and distribution systems, and allow the Electric Utility to provide protective equipment to Utility personnel to accommodate potential exposure levels. All three analyses are necessary to maintain reliability of the electric system and to provide a safe working environment for Electric Utility personnel. DISCUSSION/ANALYSIS: The Request for Proposals (RFP) was released on April 22, 2009 through BidNet, notifying 524 companies. Ten responses were received on May 26, 2009. An evaluation team consisting of Electric Utility management and engineering staff reviewed and evaluated each of the proposals based on the criteria listed in the RFP specifications. After evaluation of the submittals, staff identified two respondents, R. W. Beck, Inc. and Stanley Consultants, Inc., as the most responsive and best qualified. Of these two, R. W. Beck, Inc. was the most responsive and proposed the lowest cost for the services at an estimated amount of $159,000. The proposal submitted by Stanley Consultants, Inc was estimated at $207,700. It is expected that the scope of work will be completed within seven months. FINANCIAL IMPACT: Funds will be available in FY 09-10 budget, account number 520-8000-8003-2350-0923-000. Budget (proposed) Year -to -Date Ex enditures Open Encumbrances Available Funds $390,000.00 N/A $0.00 $390,000.00 ENVIRONMENTAL IMPACT: None.