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HomeMy WebLinkAbout2005-07-26 Min - Board �r SPECIAL MEETING July 26, 2005 In accordance with District Code Section 2.08.010, the TDPUD minutes are action only min- utes All Board meetings are recorded on audio tapes which are preserved perpetually and made available for listening to any interested party upon their request. The special meeting of the Board of Directors of the Truckee Donner Public Utility District was called to order at 4:02 PM in the TDPUD Board room by President Hemig. ROLL CALL: Directors Joe Aguera, Ron Hemig, Patricia Sutton, Tim Taylor and Bill Thomason were present. EMPLOYEES PRESENT: Joe Horvath, Jim Wilson, Sanna Schlosser, Steve Hollabaugh, Peter Holzmeister, Ed Taylor and Barbara Cahill CONSULTANTS PRESENT: None OTHERS PRESENT: None PUBLIC INPUT There was no public input. Director Pat Sutton arrived at 4:04 and became upset that the meeting had begun without her. She felt that waiting for all directors to be present would promote good relationships. Director Sutton then left the meeting. CONSIDERATION OF A RESOLUTION DECLARING AN EMERGENCY SITUATION AT TAHOE DONNER SUBSTATION AND DISPENSE WITH COMPETITIVE BIDDING PROCESS TO REPLACE THE FAILED SUBSTATION TRANSFORMER. Director Taylor moved and Director Thomason seconded, a motion to adopt a resolution to ap- prove the declaration of an emergency situation at Tahoe Donner Substation and dispense with the competitive bidding process necessary to replace the failed substation transformer; and award the purchase of a 5 MVA Transformer Unit to R.E. Uptegraff Manufacturing Co. of Scottsdale, Pa. in the amount of $110,798.00 (includes shipping, but not tax). ROLL CALL: Director Sutton, absent; All other Directors, aye. SO MOVED. ADJOURNMENT There being no further business before the Board, the meeting was adjourned at 4:13 PM. TRUCKEE DONNIT PUBLIC U LITY DISTRICT J.6?flL1femIg, P 'dent Prepared by (V /-U, Barbara Cahill, eputy District Clerk bhc 1 I� �I�ll�l IIIIII IIIII �KEE �I�N �U� I�I IIII� NNER PUblic Utility District Resolution No. 2005 - 22 FINDING AN EMERGENCY SITUATION AT TAHOE DONNER SUBSTATION AND DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S REPLACEMENT OF THE FAILED 5 MVA TRANSFORMER AND THE PURCHASE OF A NEW 5 MVA TRANSFORMER UNIT WHEREAS, one of the three transformers at Tahoe Donner Substation has failed, making that unit inoperative until it is fixed; and WHEREAS, the spare transformer unit is now in service at Tahoe Donner Substation, leaving the substation without a spare unit for other contingencies; and WHEREAS, it is the District's operating practice to have a spare transformer unit at each substation; and WHEREAS, although the District can jury-rig a spare transformer together for use at Tahoe Donner Substation if another transformer failed by paralleling the outputs of existing smaller transformer units stored elsewhere, it is only temporary fix and requires the use of a crane and transport trucks at two locations; and WHEREAS, the District's temporary solution to an additional contingency at Tahoe Donner Substation significantly increases the likelihood of failures and problems due to the very fact of using old equipment connected in a temporary arrangement; and WHEREAS, this temporary solution to an additional contingency will not enable the system to handle the additional load required during the upcoming winter peak demand period; and WHEREAS, it will take approximately 14 to 16 weeks to have the failed transformer rebuilt and refurbished at a cost of $112,000; and WHEREAS, it will take approximately 13 to 15 weeks to purchase and take delivery of a new transformer at a cost of $110,798; and WHEREAS, it will take an additional 3 to 4 weeks to the times quoted above to complete the competitive bid process whether the transformer is rebuilt or replaced; and WHEREAS, the combination of the time to complete the competitive bid process and the rebuilding or replacement of this transformer puts the delivery of the unit squarely within the District's peak demand period of late December and early January; and WHEREAS, the cost to rebuild the failed unit or to purchase a brand new unit is almost equal; and WHEREAS, the lead time to purchase a new transformer is shorter than the time required for refurbishment; and Resolution 2005-22 WHEREAS, the failed transformer is 23 years old and although refurbishment will bring it to like- new condition, it will remain a 23 year old design; and WHEREAS, the purchase of a brand new transformer is therefore the better of the two options available; and WHEREAS, Public Contract Code Section 22050 provides that in the case of an emergency, a public agency, pursuant to a four-fifths vote of the governing body may repair or replace a public facility, take any directly related and immediate action required by that emergency and procure the necessary equipment, services and supplies for those purposes without giving notice for bids to let contracts; and WHEREAS, the District's need to repair or replace the transformer immediately has created a great emergency which, pursuant to Public Contract Code 22050, is justification for the District to dispense with the competitive bidding procedures; NOW THEREFORE BE IT RESOLVED that the Board of Directors of the District adopt the above recitals as its findings; and BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above, the District finds that the failure of the 5 MVA transformer at Tahoe Donner Substation has created an emergency and that the emergency will not permit a delay resulting from a competitive solicitation for bids and that a replacement of the failed transformer is necessary to respond to the emergency. BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the purchase of a new 5 MVA transformer for Tahoe Donner Substation from the R.E. Uptegraff Company. BE IT FURTHER RESOLVED that the Board of Directors shall review the emergency action at its next regularly scheduled meeting and at every regularly scheduled meeting thereafter until the action is terminated to determine whether there is a need to continue the action. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 20h day of July, 2005 by the following roll call vote: AYES: Directors Aguera, Hemig, Taylor and Thomason NOES: None ABSENT: Director Sutton TRUCKEE DONNEAPUBLIC U ITY DISTRICT J. R He ig, resident, B and of Direc s ATTEST: Peter L. Holzmeister, Clerk of the Board Resolution 2005-22