HomeMy WebLinkAbout12 Donner Creek Well Emergency Procurement
ACTION ITEM #12Creek Well Replacement MotorEmergency Procurement of Donner Consideration of Ratifying an Creek Well Replacement MotorEmergency Procurement of Donner Consideration of
Ratifying an July 18, 2018
Consideration of Ratifying Emergency Procurement any and all actions taken to deal with the emergencyGeneral Manager will report to the Board of Directors within 48 hours •without giving
notice for public bidsor replace a public facility without immediate Board approval and General Manager may declare an emergency and is authorized to repair •life, property or environmentAn
“emergency” is a situation which poses an immediate risk to health, •EmergencyProcurement Authorization During an District Code 3.08.100 •BACKGROUND / HISTORY Consideration of Ratifying
Emergency Procurement
Consideration of Ratifying Emergency Procurement action prior to the Board reviewing the status of the emergencyto continue the action unless the General Manager has terminated that
fifths vote that there is need -Board of Directors shall determine by a four•daysmeeting occurs no later than 14 or at its next regularly scheduled meeting, if action days after the
Board shall initially review the emergency action not later than seven •District Code (continued)•BACKGROUND / HISTORY Consideration of Ratifying Emergency Procurement
Consideration of Ratifying Emergency Procurement Course irrigation is supplied via the 6” metered potable water service In the event Donner Creek Well is not available, Coyote Moon
Golf •Potable Well, dedicated 8” water main-500GPM Non•pass)-6” Metered Potable Water Service Connection (irrigation by•1/2” Metered Potable Water Service Connection-1•connectionsWater
service for Coyote Moon is provided through the following •Primary irrigation source for Coyote Moon Golf Course•potable water source-500GPM non•100hp submersible groundwater well•Donner
Creek Well•BACKGROUND / HISTORY Consideration of Ratifying Emergency Procurement
NEW INFORMATION Board of Directors notified of emergency procurement•Emergency Terminated•Donner Creek Well returned to service•July 3•Submersible well motor was replaced•Received signed
agreement for motor replacement•July 2•Review with General Manager and District Counsel•Request quote for motor replacement•pass opened -Coyote Moon potable irrigation by•June 29•Evaluation
of well and control assembly•June 28•Donner Creek Well Failure•June 27•Donner Creek Well Emergency Procurement Event Timeline•Consideration of Ratifying Emergency ProcurementConsideration
of Ratifying Emergency Procurement
NEW INFORMATION Motor damage beyond repair•assemblytesting revealed a dead short in the electric well motor eggerMElectrical •to determine the cause of the failureDistrict electricians
and water operation technicians conducted testing •District water crews received notification of a Donner Creek Well failure•June 27, 2018 •Consideration of Ratifying Emergency ProcurementConsiderat
ion of Ratifying Emergency Procurement
NEW INFORMATION Historical peak demand period•Holiday occupancy levels•Weather conditions•wellStaff evaluated other contributing factors as •Trends in booster pump runtimes•Storage tank
level trends•Well water production rates•Staff evaluated system wide performance of potable water system•pass was opened-The Coyote Moon Golf Course 6” metered potable water irrigation
by•June 29, 2018 •Consideration of Ratifying Emergency ProcurementConsideration of Ratifying Emergency Procurement
NEW INFORMATION beneficial option for the DistrictWell motor assembly were reviewed and determined to be the most Terms for the expedited procurement and replacement of the Donner Creek
•replacement motorStaff contacted Carson Pump, Inc. to determine cost and availability of a •the Donner Creek Well replacement motorcounsel the General Manager authorized an emergency
procurement for Based upon staff’s assessment and in consultation with District legal •infrastructure failuresupply to the Tahoe Donner subdivision in the event of additional water
would significantly compromise the additional demand determined Staff •Consideration of Ratifying Emergency ProcurementConsideration of Ratifying Emergency Procurement
NEW INFORMATION All work was completed and tested by close of business•total price of $19,150 plus taxfurnish and install a new 100hp submersible well motor assembly for the The District
received a signed agreement from Carson Pump, Inc to •July 2, 2018 •Consideration of Ratifying Emergency ProcurementConsideration of Ratifying Emergency Procurement
NEW INFORMATION satisfied by review with the Board of Directorsprocurement of the Donner Creek Well motor replacement shall be With this action item, final requirements for the emergency
•Emergency terminated by General Manager•potable service fed by Donner Creek Well-system to the dedicated nonDistrict water crews returned Coyote Moon Golf Course’s irrigation •email
of the emergency procurementIn accordance with District code, the Board of Directors were notified via •July 3, 2018 •Consideration of Ratifying Emergency ProcurementConsideration of
Ratifying Emergency Procurement
FISCAL IMPACT Fundtax from the Water Operating Reserve Fund to the Water General Budget and will require authorization for the transfer of $19,150 plus This procurement was not included
in the adopted FY18 Water Utility •Consideration of Ratifying Emergency ProcurementConsideration of Ratifying Emergency Procurement
RECOMMENDATION Reserve Fund to the Water General FundAuthorize the transfer of $19,150 plus tax from the Water Operating 3.Ratify the General Manager’s termination of emergency2.replacement
of the Donner Creek Well motorRatify the General Manager’s emergency procurement action for the 1.Consideration of Ratifying Emergency ProcurementConsideration of Ratifying Emergency
Procurement