City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01591 11/1/2022 Consent Item 12.
Agreement: Sump 119 VFD Replacement (Two-Thirds Vote Required) File ID: 2022-01591
Location: Citywide
Recommendation: Adopt a Resolution: 1) suspending competitive bidding in the best interests of the City, for the Sump 119 VFD Replacement; 2) authorizing the City Manager, or the City Manager’s designee, to execute an agreement with Siemens Industry Inc. in an amount not-to-exceed $325,973; and 3) authorizing the City Manager, or the City Manager’s designee, to increase the revenue and expenditure budgets in the Wastewater Reimbursable Fund for the Facilities Elec Rehab Program (X14131500, Fund 6206) in an amount not-to-exceed $75,974 to fund this agreement.
Contact: Stacy Larkin, Administrative Analyst, (916) 808-6356, [email protected]; Paul Barnes, Supervising Engineer, (916) 808-1442, [email protected]; Sherill Huun, Engineering Manager, (916) 808-1455, [email protected]; William O. Busath, Director, (916) 808-1434, [email protected]; Department of Utilities Presenter: None
Attachments:
1-Description/Analysis
2-Resolution
3-Agreement
Additional Description/Analysis
Issue Detail: Sump 119 is a sewage facility that is owned by the County of Sacramento and operated by the Department of Utilities. The facility was constructed in the late 1970s and updated with Variable Frequency Drives (VFDs) motor controllers in 2002. This facility contains six submersible 480VAC three-phase motors each on a VFD. Each motor controller also contains a bypass contactor that is used in case of a VFD failure allowing the motor to continue to operate.
Two out of the six VFD units have failed which means that two of the motors are running on the bypass contactor. This is not consistent with SMUD’s Service Conditions Rule and Regulations. In
File ID: 2022-01591 11/1/2022 Consent Item 12.
addition, there are other minor issues (examples includes fan failure and failed bypass contactor) with the other VFD control panels that are costly repair items due to rarity of the components. Lastly, these VFD units are no longer supported by the manufacturer, therefore a replacement unit is the only option.
Siemens is the original VFD manufacturer, and it is the only vendor that can install replacement VFDs within the existing enclosures. This approach will result in a significant savings of installation costs and allows the shortest timeline to return the station to full capacity.
Assessing the fact that this manufacturer’s equipment has provided over twenty years of reliable service, replacing it with the closest option to the original VFDs is in the City’s best interest.
Policy Considerations: City Council approval is required for service agreements of $250,000 or more per City Code 3.64.020.
Economic Impacts: None
Environmental Considerations:
California Environmental Quality Act (CEQA): The activity described in this report has been determined to be exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15301(b) and 15302(c). The activity consists of the operation, repair, and maintenance of existing utility systems [15301(b)] and the replacement of existing utility systems and/or facilities involving negligible or no expansion of capacity [15302(c)].
Sustainability: The proposed project is consistent with the 2035 General Plan as it will improve infrastructure reliability, by increasing the reliability of the facility.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: Due to the lack of available parts and the criticality of these pumps to remain in operation, staff is recommending approval of an Agreement with Siemens Industry Inc. (Siemens), to replace the existing VFDs using the existing enclosures.
City Code Section 3.56.230 allows the City Council to suspend competitive bidding when the City Council determines that it is in the best interest of the City to do so. By replacing the drive units only, the City is saving the cost of replacing the entire enclosures. Siemens is the manufacturer of the existing enclosures. As such, it is the only vendor that can install replacement VFDs within them. This approach eliminates enclosure costs, costs due to conduit and cabling alterations and retains the existing bypass starters and other equipment that is still supported.
Financial Considerations: The proposed Agreement with Siemens Industry Inc. has a maximum 1-
File ID: 2022-01591 11/1/2022 Consent Item 12.
year term for a not-to-exceed amount of $325,973.
The total project cost is estimated at $325,973. Staff recommends increasing the revenue and expenditure budgets in the Facilities Elec Rehab Program (X14131500, Fund 6206) in the amount of $75,974. The additional budget adjustment and existing funding in the Facilities Elec Rehab Program (X14131500, Fund 6206) will cover the cost of the project. The costs incurred for this project will be reimbursed by the Regional Sanitation District as the owners of the asset.
There are no General Funds allocated or planned for this project.
Local Business Enterprise (LBE): Siemens Industry Inc. is not an LBE. The minimum LBE participation requirement is waived as the City is suspending competitive bidding and utilizing an alternate procurement method to select a vendor.
RESOLUTION NO. 2022-
Adopted by the Sacramento City Council
November 1, 2022
Sump 119 VFD Replacement Project
BACKGROUND
A. Sump 119 is a sewage facility that is owned by the County of Sacramento and operated by the Department of Utilities. The facility was constructed in the late 1970s and updated with Variable Frequency Drives (VFDs) motor controllers in 2002. This facility contains six submersible 480VAC three-phase motors each on a VFD. Each motor controller also contains a bypass contactor that is used in case of a VFD failure. This way the motor can continue to operate.
B. Two out of the six VFD units have failed which means that two of the motors are running on the bypass contactor. This is not consistent with SMUD regulations. Existing VFD units are also no longer supported by the manufacturer so replacement is the only option.
C. Siemens is the original VFD manufacturer and only their replacement VFDs will work in the existing enclosures. This approach will result in a significant savings of installation costs and allows the shortest timeline returning the station to full capacity.
D. This equipment has performed well by providing over twenty years of reliable service, therefore replacing it with like equipment is in the City’s best interest.
E. City staff has transferred funds in the amount of $249,999 into the Sump 119 VFD Replacement Project (X14131509, Fund 6206).
F. A budget augmentation of $75,974 into the Facilities Elec Rehab Program (X14131500, Fund 6206) is required to provide sufficient funds for the Sump 119 VFD Replacement Project to accommodate the additional work necessary to complete this project. The costs incurred for this project will be reimbursed by Sacramento County Regional Sanitation District as the owners of the asset.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. The City Manager, or the City Manager’s designee, is authorized to execute an agreement with Siemens Industry Inc. in an amount not-to-exceed $325,973.
Section 2. The City Manager or the City Manager’s designee is authorized to increase the revenue and expenditure budgets in the Facilities Elec Rehab Program (X14131500, Fund 6206) in the amount of $75,974.
Adopted by the City of Sacramento City Council on November 1, 2022, by the following vote:
Ayes:
Noes:
Abstain:
Absent:
Attest:
The presence of an electronic signature certifies that the foregoing is a true and correct copy as approved by the Sacramento City Council.