2005 AGN APR 19 I09 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF APRIL 19,2005 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Jeannette Olko, Electric Utility General Manager �� 0 SUBJECT: Award of Bid for Various Transformers, Item #1 to Pauwels Transformers in the Amount of $13,460.13, Item #2 to Utility Products Supply in the Amount of $8,871.53, Items 4-7 to Kuhlman Corporation in the amount of $42,468.59, and to Reject All Bids for Item 3 DATE: April 7, 2005 Item #9 BACKGROUND: The City purchases transformers into Electric Stores inventory when the need arises to upgrade, replace, or install a new transformer for an Electric customer. The City also orders back-up transformers to be used to replace a transformer that goes bad in the system. Back-up transformers are necessary, due to the long delivery time. At this time, the Electric Utility has a requirement for various sizes of pole and pad mount transformers to be used for both back-up and upcoming development. DISCUSSION/ANALYSIS: On March 21, 2005, the Electric Department posted a Notice Inviting Bids for these transformers. Bid packages were mailed to seven suppliers of distribution transformers. A bid opening was held at 2:00 P.M. on April 5, 2005 at the Electric Department Administrative offices. Five bids were received and evaluated. During process of opening and evaluating bids, staff realized that Line Item 3 on the Bid Sheet was incorrect. This line item had the same description as Line Item 5. The item was typed as a 75 KVA transformer when it should have been a 25KVA. Some vendors provided the same figures for this item as they did for Item #5 and some provided a "No Bid" on this item. To correct the error staff recommends rejecting only Line Item #3, and to award the other six size transformers at this time. Staff will re -solicit for bids on the 25 KVA transformer according to the City's Purchasing Ordinance. A Bid Analysis is attached showing the price and delivery quoted by each vendor. The recommended vendor's price is underlined for each size transformer. The total of bid award is listed at the bottom for the recommended vendor. Also attached is a Transformer Load Loss Evaluation. This evaluation shows the life cycle cost of the transformer over its useful lifetime, using a combination of loss calculations supplied by the transformer manufacturer and the unit price quoted by the vendor. To evaluate the lowest cost bid, the life cycle costs demonstrate the cost of the transformer over its "in-service" life, taking into consideration the degradation over time. The transformer that loses the least over the useful life results in the lowest cost of the equipment. It is a function of which manufacturer has the least loss. The lowest evaluated cost for each transformer is underlined and recommendations are made from the result of this evaluation.