Item 284/2024
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: William E. Murray
Dept:
City Manager Dept: Public Works
Date: 7/9/2024
Subject: Adoption of a Resolution authorizing the City Manager to waive the formal bidding process to proceed with approval of an Emergency Purchase Order with Tess Electric for emergency repairs at Well No. 31 and Well No. 16. (Cost: $68,808.28) (Action Item)
OBJECTIVE
To receive City Council approval adopting a resolution authorizing the City Manager to waive the formal bidding process to proceed with an emergency purchase order with Tess Electric for repairs at Well No. 31 and Well No. 16.
BACKGROUND
The Garden Grove Public Works Department’s Water Services Division owns and operates the water system that provides water services throughout the city. The Division operates 17 total water production facilities that encompasses 13 wells, 5 pump stations, and 8 reservoirs that store approximately 53 million gallons of water. In June, the variable frequency drive at Well No. 31 failed and Well No. 16 encountered a defective electrical starter within the motor control center. Tess Electric was called out to di agnose the variable frequency drive at Well No. 31 and the electrical starter at Well No. 16. Both electrical equipment components were reported to be operating under deficient conditions, which affects their reliability and requires immediate repairs.
DISCUSSION
Both well sites are critical resources for meeting daily demands should additional wells be potentially shut down for PFAS water contamination, hence, affecting the safety, health and property of the community at large. Staff obtained quotes in the amount of $68,808.28.
Currently, there is a three month lead time to order parts to perform these electrical equipment repairs. There is an existing $25 ,000 blanket purchase order with Tess Electric with a balance of approximately $2,000. This balance is insufficient to cover these emergency electrical repairs. Garden Grove Municipal Code Section 2.50.060 (B) allows bidding be dispensed under an emergency situation. The repairs needed for Well Nos. 16 and 31 qualifies for emergency work to best protect the health and safety of our water customers. Therefore, it is recommended that the City Council approve the issuance of an emergency purchase Item 284/2024
order in the amount of $68,808.28 to Tess Electric for the electrical equipment repairs. During the repair process, the contractor will be able to thoroughly inspect all components of the motor control centers and address any unanticipated additional work required, which may result in additional costs.
FINANCIAL IMPACT
The total cost of the electrical equipment repairs at Well No. 31 and Well No.16 is $68,808.28.
This amount is included in the Water enterprise fund’s adopted FY 2024-25 operating budget.
RECOMMENDATION
It is recommended that the City Council:
• Adopt the attached Resolution authorizing the City Manager or designee to waive the formal bidding process as an emergency condition, declaring the necessity thereof, and authorizing staff to proceed with emergency repairs to Well Nos. 31 and 16;
• Authorize the Finance Director to issue an emergency purchase order with Tess Electric for electrical equipment repairs at Well No. 31 and Well No. 16, in the total amount of $68,808.28.
By: Samuel Kim, P.E., Deputy Director of Public Works
ATTACHMENTS
1. Quotes
2. Resolution