5 6
3 DATE: May 20, 2024
TO: President and Members of the EMID Board of Directors VIA: Stefan Chatwin, District Manager
Marlene Subhashini, Assistant District Manager
FROM: Andrew Brozyna, Public Works Director
Laura Galli, Engineering Manager
DEPARTMENT: Public Works
SUBJECT: EMERGENCY GENERATOR REPLACEMENTS (CIP 455-705) –
APPROVAL OF EQUIPMENT PREPURCHASE PACKAGE AND
AUTHORIZATION TO CALL FOR BIDS
RECOMMENDATION
It is recommended that the District Board adopt the attached resolution approving the prepurchase package and authorizing the call for bids for three (3) emergency generator systems and two (2) automatic transfer switches for CIP 455-705 - Emergency Generator Replacements Project.
EXECUTIVE SUMMARY
CIP 455-705 addresses the replacement of emergency generator systems (generators) and automatic transfer switches (ATSs) at ten (10) of the District’s lift stations.
Staff prioritized the replacement of Lift Stations 22, 29 and 59 because their generators and ATSs have reached the end of their useful service lives. The lead time for the new generators and ATSs is estimated to be approximately 42 to 60 weeks. Staff recommends to prepurchase the equipment due the long lead time. While the equipment is on order, the design team will continue to complete the development of the construction documents so that delivery of the generators coincides with the project timeline for start of construction.
5 6
3 The District Board approval of the attached pre-purchase package will allow staff to advertise the package for bidding and proceed with the equipment procurement.
BACKGROUND
CIP 455-705 consists of the replacement of generators and ATSs at ten (10) of the District’s lift stations. Staff prioritized the replacement of the generators and ATSs at Lift Stations 22, 29 and 59 because they have reached the end of their useful service lives and temporary resources have been acquired to keep them operational.
On June 6, 2022, the District Board adopted Resolution No. 3652 approving the issuance of a Request for Proposals (RFP) for a professional design firm to prepare the design and scope of work for the three (3) priority lift stations.
Subsequently, on August 16, 2022, the District Board adopted Resolution No. 3672 authorizing a Professional Services Agreement with Freyer & Laureta, Inc., in an amount not to exceed $240,128.00 to provide professional engineering services for the preparation of construction documents suitable for bidding.
A basis of design report, including assessment of the existing generators and ATSs, recommendations for replacement sizes and locations, preliminary project timeline, and engineering cost estimates, was then prepared for these three (3) priority lift stations in late 2023. It is estimated the lead time for the new generators and ATS replacements is approximately 42 to 60 weeks.
ANALYSIS
Due to the long lead time for the generators, it is recommended that a separate procurement be conducted to purchase the equipment as a City furnished item prior to completion of the construction documents. While the products are on order, the design team will continue to advance the development of the design drawings and project specifications to align delivery of the equipment with the project construction timeline.
This will minimize the effects of supply chain issues including potential future price increases and reduce potential delay claims by the installation contractor.
The attached equipment pre-purchase package was prepared by the design team and staff and approved by the City Attorney. It includes EMID Vendor Agreement for Products, Plans, and Technical Specifications. It is deemed complete and ready for bidding.
The District Board action will allow staff to advertise the prepurchase package for the generators and ATSs for bidding. Staff anticipates submitting a staff report and resolution for the award of the EMID Vendor Agreement Contract to the District Board in July. 5 6
3 Approval of Pre-Purchase Package &
Authorization to Call for Bids
May 20, 2024
Bid Opening June 18, 2024
Award of Contract July 15, 2024
CALIFORNIA ENVIRONMENTAL QUALITY ACT
This action is not subject to review under the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21000, et seq. and the CEQA Guidelines (14 Cal. Code Regs. §§ 15000 et. seq.) as this project is exempt from the provisions of CEQA as a Class 2 (Replacement or Reconstruction) because this project will be a replacement of existing facilities on the same site for the same purpose and capacity as the structure being replaced.
FISCAL IMPACT
Total engineering cost estimates for the three (3) emergency generator systems and two (2) automatic transfer switches are $1.39 million. Funding for the equipment prepurchase is available in the CIP 455-705 Emergency Generator Replacement Project budget, which has a total FY 2022-2023 budget of $2,300,000. Additional funding has been programmed into the FY 24-25 budget for construction.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – EMID Resolution
Attachment 2 – Pre-purchase Package