HomeMy WebLinkAbout11 Truckee Substation
AGENDA ITEM # 11
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MEETING DATE: February 2, 2022
TO: Board of Directors
FROM: Keith Renshaw, Acting Electric Engineering Manager
SUBJECT: Consideration for Project Closeout of the District’s Truckee
Substation Improvements – 2021 Construction Contract
APPROVED BY______________________________
Brian C. Wright, General Manager
RECOMMENDATION:
A. Adopt Resolution 2022-03 accepting the Truckee Substation Improvements – 2021
project as complete and authorize the filing of the Notice of Completion.
B. Authorize $1,003,825 of Electric Facility Fees funding in 2021 for the project.
BACKGROUND:
In April 2021, the Board awarded the construction contract for the Truckee Substation
Improvements – 2021 project to Mountain G Enterprises of Folsom, California. The scope
of the project included the following items:
- Addition of a control house;
- Construction of oil containment system for fluid filled equipment;
- Installation of ground grid improvements;
- Addition of guard rail along East Kaiser Street; and
- Construction of improvements for drainage and slope stabilization.
The bid price was $898,580. The Board also established a ten percent change order
allowance of $89,920, for a total authorization not to exceed $988,500.
During the course of the project, eight change order requests were submitted and reviewed
by staff. After review and discussion, the District and Mountain G Enterprises agreed on a
total of $59,558.60 for all change orders. The change orders were required to accomplish
the following work:
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Revisions to conduit routing into/out of new and existing pull boxes;
Demolition of concrete over-pour on existing equipment pads for installation of oil
containment basin;
Relocation of transformer conduits for installation of oil containment basin;
Two instances of rock excavation;
Additional conduit riser installation;
Additional control wiring installation for substation control house; and
Additional paving and grading.
In addition to the eight change order requests, there was one item that resulted in a credit
to the District of $3,254.41 for the replacement of a bus switch that was damaged during
construction. The total change order amount for the project totaled $56,304.19.
In early November, District staff performed a final walkthrough and accepted final As-Built
documentation for the project. The work performed is complete and staff reccomends
acceptance by the Board. Attached is Resolution 2022-03 (Attachment 1) which authorizes
the acceptance of the project and directs that a Notice of Completion be filed.
This item is in support of the following objectives and goals identified by the District:
1.05.020 Objectives:
4. Provide reliable and high quality electric supply and distribution system to meet
current and future needs.
1.05.030 Goals:
1. Manage for financial stability and resiliency.
FISCAL IMPACT:
The original bid price was $898,580. Once adjustments are made for the change orders
described above, the final contract price is $954,884.19.
Item Amount
Original bid price $898,580.00
Approved change order requests $59,558.60
Credit from Contractor ($3,254.41)
Total $954,884.19
In April 2021, the Board approved the contract award, including any change orders, for a
total not to exceed $988,500. Therefore, the contract close-out total is $33,616 less than
the approved amount.
For the project, Truckee Substation Improvements, the April 2021 Forecast project total cost
was $1,504,869. The actual cost through completion in December 2021 is $1,522,204. The
overage of $17,335 or 1.1% is due to internal labor cost charges slightly exceeding the
forecast.
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Funding Sources for the project are as follows:
Budget 2020 April 2021
Forecast
December 2021
Actual
Facility Fees (FF) $ 970,273 $ 1,193,293 $ 1,439,492
Rates $ 0 $ 311,576 $ 82,712
Total $ 970,273 $ 1,504,869 $ 1,522,204
The project was initially intended to be fully funded by Facility Fees, however, the project cost
exceeds available FF funds. In the April 2021 staff report for this project contract, the fiscal
impact prioritized FF funding of project, with the Electric General Fund (Rates) providing the
necessary additional funding to complete project in an amount not to exceed $311,576.
In April 2021, Facility Fees available were $757,626 plus previous applied FF funds of
$435,667 equate to the $1,193,293 of FF funding Forecast for the project. Since April 2021,
additional FF funds have been received in 2021 and can be utilized for the project’s funding.
Accordingly, the December 2021 FF funds available of $1,003,825 plus previously applied FF
funds of $435,667 equate to the $1,439,492 of FF funding Actual for the project.
ATTACHMENTS:
1. Resolution No. 2022-03 – Authorizing the Acceptance of the Truckee Substation
Improvements – 2021 Project and Directing the Filing of the Notice of Completion