HomeMy WebLinkAbout11 Transformer Bid Agenda Item #11
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emorandum
To: Board of Directors
From: Sanna Schlosser, Associate Electrical Engineer
Date: April 4, 2006
Date of Board Meeting: April 5, 2006
Subject: Transformer Bid Award Recommendation
1. WHY THIS MATTER IS BEFORE THE BOARD
Only the Board can approve bid awards.
2. HISTORY
The District's annual purchase of transformers is required to meet our customer obligations and
the purchase has been budgeted. Transformer Bid was awarded on March is', 2006. The
Board awarded the contracts for single phase transformers, Schedules A and B, to Cooper, and
the contracts for three phase transformers, Schedules C and D, to Pauwels.
3. NEW INFORMATION
Awarding the bid to Cooper posed no issues, however, when we tried to award contracts to
Pauwels, they stated that they could neither hold to their bid price nor their delivery schedule.
Their delivery time went from 18 to 20 weeks to about 40 weeks. Due to our short construction
season, limited stock on hand, and growing demand, this bid has become unacceptable. As a
consequence, we do not have a contract with Pauwels.
When alerted to this problem, we began looking for alternatives. After speaking with the
vendors who bid on the contract, it quickly became clear that the other vendors were running
into the same problems. The only vendors willing to hold to their bid prices were Howard
Industries and Cooper. Although their bids were not the least expensive, they are willing to hold
to their bid prices even though they quoted them over a month ago. Quick action is required
because the vendors are only willing to hold to these prices until the end of the week.
4. RECOMMENDATION
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With unprecedented demand in the industry and the District's late bid award, we are at a severe
disadvantage on this contract. The vendors who have offered to stick to their bids are being
very generous, but time is of the essence with this matter. As a result, I recommend the Board
award Schedules C and D to Howard Industries with pricing good for one year, subject to
escalation/de-escalation as written in the contract documents. I also recommend that the
Board grant staff the authority to award the bid to Cooper if Howard also backs out of the
contract before their quote is no longer valid.
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2006 TRANSFORMER BID AWARD RECOMMENDATION UPDATE
Contract Period 3/1/06 to 3/1/07
OPTION#1 OPTION#2
Original Bid Updated Bid
Order Contract Extended Delivery Contract Extended Delivery Contract teExttended Delivery
d Bid
Type Schedule Qty Price Price (weeks) Price Price (weeks) Price Price (weeks)
Padmount. 3 Ph
120/208v Pauwels 38 to 40a
20
45 kva C1 2 $4,138.00 $8,276.00 Cooper 20
75 kva C2 2 6,944.00 $5,552.00 $11,104.00
$4,384.00 $8,768.00 7,734.00 $5,920.00 $11,840.00112.5 kva C3 2 $4,693.00 $9,386.00 ,872.00150 kva C4 1 $5,412.00 $5,412.00 $6,481.00 $$6,481.00225 kva C5 ,858.00 $6,481.00 $6,481.00225 kva C5 $6,256.00 $0.00 $0.00 $7,792.00 $0.00
$7,144.00 $0.00 $7,124.00 $0.00 $8,773.00 $0.00
500 kva C7 1 $9,240.00 $9,240.00 $9,696.00 $9,696.00
750 kva C8 $13,231.00 $0.00 412,768.00 $11,018.00 $11,018.00
$0.00 $15,133.00 $0.00
$41,082.00 $38,104.00 $52,999.00
277/480v 38 to 40In
oward 20
45 kva D1 2R$6,3058.00 $0�00
8,150.00 Cooper 2p
75 kva D2 1 .00 $7,848.00 $5,616.00 $11,232.00
,392.00 00 $3,962.00 $5,898.00 $5,898.00
112.5 kva D3 $0.00 00
150 kva D4 1 ,397.00 03.00 $6,424.00 24.00
225 kva D5 00 $4,903.00 $6,424.00 $6,424.00
300 kva D8 $0.00 00 $0.00 $7,686.00 $0.00
$6,928.00 $0.00 00 $0.00 $8,576.00 $0.00
500 kva D7 1 $8,689.00 $8,689.00 .00 $10,285.00
750 kva D8 $13 348 00 $0.00 $14,738.00 $10,9$0.00
1000 kva pg .00 $0.00 $14,738.00 $0.00
$15,029.00 $0.00 .00 $0.00 $16,381.00 $0.00
Notes: $26,628.00 $26,998.00
$34,537.00
1. Prices are effective until 6/30/06. Thereafter, prices are subject to escalation every quarter until the end of the contract.
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TABLE 1 - TRANSFORMER BID RESULTS
Evaluated Price Comparison - Total Owning Cost (TOC)
Schedule C - Three Phase Padmount Trans. 120/208v
Option#2 No Longer No Longer Option#1 No Bid Original
Mineral Oil Valid Valid Contract
Schad I Cooper Ermco GE Howard Moloney Pauwels
C1 $6,455.05 $5,380.90 $5,864.37 $4,537.60 $5,037.02
C2 $7,274.01 $6,095.92 $6,659.38 $5,421.82 $5,829.47
C3 $8,143.22 $6,984.01 $7,605.64 $6,593.62 $6,662.12
C4 $8,937.02 $8,103.36 $8,563.59 $7,565.83 $7,709.52
C5 $10,993.92 $9,740.28 $10,574.00 $9,829.76 $9,397.94
C6 $12,686.98 $11,543.62 $11,975.02 $11,897.10 $10,812.20
C7 $17,187.35 $15,593,29 $16,357.89 $16,469.61 $15,205.07
C8 LV3,938,45 $21,203.43 $22,503.92 $22,923.49 $22,030.67
$95,616.00 $84,644.80 $90,103.81 $85,238.83 $82,684.02
Schedule D - Three Phase Padmount Trans. 277/480v
Option#2 No Longer No Longer Option#1 No Bid Original
Mineral Oil Valid Valid Contract
Schad Cooper Ermco GE Howard Moloney Pauwels
D1 $6,542.19 $5,354.44 $5,846.05 $4,878.07 $5,082.54
D2 $7,321.34 $6,085.85 $6,667.84 $5,484.76 $5,853.66
D3 $8,120.96 $6,882.22 $7,391.67 $6,684.79 $6,660.20
D4 $8,829.68 $7,951.46 $8,485.17 $7,569.47 $7,594.26
D5 $10,837.19 $9,527.57 $10,312.72 $9,787.68 $9,207.61
D6 $12,264.21 $10,940.98 $11,619.83 $11,862.37 $10,503.64
D7 $16,614.04 $14,554.23 $15,365.18 $16,434.32 $14,308.73
08 $22,780.88 $19,640.60 $20,955.11 $21,476.42 $20,587.85
D9 $27,091.11 $23,512.46 $25,253.90 $26,310.73 $24,469.33
$126401. 99 $104,449.82 $111,891.46 $110,488.62 $104,267.82
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6/22/06
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