2004 AGN JAN 20 I05 - Laserfiche WebLink

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Item #5 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF January 20, 2004 TO: Honorable Mayor and City Council ��v FROM: Thomas K. Clarke, Electric Utility Directo>l v`'o SUBJECT: Request approval of Sole Source Agreement with Black & Veatch, in the amount not to exceed $35,200.00 DATE: January 8, 2004 BACKGROUND: The Electric Utility is replacing the existing electromechanical 12 kV feeder protection and transformer protection relays with the modern microprocessor -based multifunction relays. Protection relays trip dedicated devices offline when a fault occurs in its zone of protection. The replacement activity is planned as part of the electrical distribution system upgrade. A total of 15 relays at Hub Substation and 11 relays at Century Substation are required to be replaced. All of these relays are related to the 12 kV distribution feeders, transformers, and bus ties. For the relay replacement work to be performed, it is necessary to carry out certain engineering activities such as drawing revision, review, and quality checks. At the same time, it is necessary to work out the correct settings for each new relay. These activities are highly technical and need to be performed by a qualified and experienced engineering firm. DISCUSSION/ANALYSIS: In the past, Black & Veatch (B&V) has provided engineering services to the City for many similar and more complex projects. A few of them are indicated below: • Generation at Drews Substation • Generation at Century Substation • System Study for Land Fill Generation Project • Relay setting work for three feeders at Hub Substation • Relay replacement and relay setting work for transformers at Drews Substation At present, B&V is performing drawing revision and relay setting work for the Century Substation 66 kV relay replacement project. Because B&V already has the necessary drawings and documents for both the Hub and Century Substations due to previous projects completed for the electric department, it would be in the City's best interest to waive any bidding requirements for this project and award a sole source contract to B&V. To have another engineering firm recreate the drawings and documents would be impractical and uneconomical for the City. In addition, B&V does have the tools and qualified personnel available to perform the proposed engineering activities on the distribution relay replacement projects in the most efficient, cost effective, and timely manner. Section 3.08.060 of the Municipal Code allows the city council to dispense with bidding upon finding that it would be impracticable or uneconomical to follow such purchasing procedures. -1-