2002 AGN DEC 03 I11 - Laserfiche WebLink

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CITY OF COLTON Item #11 AGENDA REPORT For the City Council Meeting December 3, 2002 TO: Honorable Mayor and Council Members FROM: Thomas K. Clarke, Electric Utility Director SUBJECT: Award of Bid for Various Size Wire and Cable to Wesco Utility in the Amount of $139,020.94 DATE: November 25, 2002 BACKGROUND: The Utilities Department purchases various sizes of wire and cable into the Electric Stores Inventory for use by the Electric Division on an "as required" basis. When the inventory levels reach a predetermined review level, wire and cable are reordered based on projected usage as determined by the City's Electrical Systems Engineer. DISCUSSION/ANALYSIS: On November 4, 2002, the Utilities Department posted a Notice Inviting Bids for various sizes of wire and cable. Bid packages were sent to seven supplies of electrical wire and cable. Bid opening was held at the Corporate Yard on November 19, 2002, at 3:00 P.M. Two bids were received, one of which was deemed non-responsive because it did not include the required signed Bidder's Proposal and Statement. The one valid bid was received from Wesco Utility. In addition to the two size 15kv wires listed in the bid documents, the City is now in need of 37,500 feet of 750 MCM, 15kv wire to replace the existing wire in the Mohave 12kv circuit. This circuit has failed and it is likely that the existing wire will need to be pulled and replaced in order to maintain system reliablilty. Staff has obtained a written quote from Wesco Utility, the only bidder on the other sizes of l5kv wire, of $2.2341 per foot. This price is in line with the last time we purchased this wire on contract from the vendor. The lead time for this wire is 8-10 weeks. Per Sections 3.08.060 of the City's Municipal Code, the City Council can waive the formal bidding requirements purchases if it determines it is in the best interest of public welfare to so. This is not an emergency situation, but rather one of reliability for the delivery of electric service. Since the utility recently acquired this wire from the vendor under competitive bid, and the price quoted is approximately the same, bidding would not show any appreciable difference. A Bid Analysis is attached showing the price and delivery quoted by each vendor. The recommended vendor's price is underlined for each size wire and cable. The total of bid award is listed at the bottom for each recommended vendor. ALTERNATIVES: Council may award only the wires included in the formal bid, for an amount of $48,749.33, and direct staff to prepare a new bid package for the wire needed to repair the Mohave 12kv Circuit. However, the delayed lead time for the wire could jeopardize system reliability and customers may experience power outages until the wire can be obtained. FISCAL IMPACT: Page 1 of 1 (w/attachment)