HomeMy WebLinkAbout12 Ratifying Emergency Procurement12
ACTION
To: Board of Directors
From: Brian Wright
Date: July 18, 2018
Subject: Consideration of Ratifying an Emergency Procurement of Donner
Creek Well Replacement Motor
1. WHY THIS MATTER IS BEFORE THE BOARD
District Code allows for emergency procurements, as such, certain actions are
reviewed and ratified by the Board.
2. HISTORY
District Code, Section 3.08.100 Procurement Authorization During an Emergency
provides authority to the General Manager to take immediate action in situations that
pose an immediate risk to health, life, property or environment. During an emergency
the General Manager is authorized to dispense of the public bidding process in order
to procure all necessary equipment, services and supplies without immediate Board
approval.
District Code further directs the General Manager, if emergency action is taken that
would have otherwise required competitive bidding, to notify the Board within 48 hours
and present the action for review within seven days, or at the next regularly
scheduled meeting if it occurs no later than 14 days. The Board shall determine by
four -fifths vote that there is a need to continue the emergency action, unless the
General Manager has terminated the action prior to Board review.
3. NEW INFORMATION
On June 27, 2018 staff was alerted by
potable groundwater well dedicated to
Moon Golf Course. District electricians
on the well's electrical control compon
assembly had experienced an electrical
� failure of Donner Creek Well, a 100hp non -
providing irrigation water service to Coyote
and water operations staff conducted testing
in and determined the submersible motor
hort and would require replacement.
In the event that Donner Creek Well is unavailable, the District's potable water
distribution system includes a 6" diameter metered irrigation service connection to the
Coyote Moon Golf Course. In most circumstances, the alternate potable irrigation
connection is capable of meeting the 500GPM demand normally satisfied by Donner
Creek Well. On June 29, 2018, once it was determined that Donner Creek Well could
not be immediately returned to service, water operations technicians opened the
alternate potable irrigation connection to Coyote Moon.
Staff evaluated system wide potable water demand, existing warm weather conditions,
and the impact of an additional 500GPM demand imposed by the potable irrigation
system of Coyote Moon Golf Course. Additional consideration was taken that
seasonal occupancy in Truckee would be dramatically increasing in the coming days
due to the 4th of July holiday, which has historically been the period of greatest
potable water demand. Staff determined the additional 500GPM demand would
significantly compromise the District's ability to provide sufficient water supply to the
Tahoe Donner subdivision should there be any additional infrastructure failures.
Based upon the assessment of circumstances, and following staff consultation with
District legal counsel, the General Manager determined that an emergency
procurement was appropriate. Staff contacted Carson Pump, Inc., a well construction
and repair contractor familiar with District infrastructure and previous low bidder for
similar work completed. Terms for an expedited purchase agreement were reviewed
and determined to be most advantageous for the District, and a contract was executed
with Carson Pump, Inc. in the amount of $19,150.00, to furnish and install a new
100hp submersible motor at Donner Creek Well. On July 2, 2018, an agreement was
received, signed and work commenced. The Board was notified within 24 hours on
July 3rd, and advised that the item would be presented as an action item at the next
scheduled Board meeting within 14 days. The failed well motor assembly was
replaced with a new motor and returned to service by close of business on July 2nd,
completing the emergency. The General Manager determaned the event was
complete, and terminated any further emergency action.
4. FISCAL IMPACT
This procurement was not included in the adopted FY18 Water Utility Budget and will
require authorization for the transfer of $19,150 from the Water Operating Reserve
Fund to the Water General Fund.
5. RECOMMENDATION
1) Ratify the General Managers emergency procurement action for the replacement of
Donner Creek Well motor;
2) Ratify the General Manager's termination of emergency; and
3) Authorize the transfer of $19,150 from the Water Operating Reserve Fund to the
Water General Fund.
Michael D. Holley
General Manager /Water Utility Director