HomeMy WebLinkAbout13-Consideration of the Award of a Contract for Phase 3 of the Electric SCADA Reliability Improvement ProjectAgenda Item # 13
ACTION
To: Board of Directors
From: Trisha Ruby
Date: August 21, 2013
Subject: Consideration of the Award of a Contract for Phase 3 of the Electric
SCADA Reliability Improvement Project
1. WHY THIS MATTER IS BEFORE THE BOARD
Board approval is required for expenditures in excess of $15,000.
2. HISTORY
The District has 5 electric and 55 water facilities located throughout our service
territory. The communication systems to these remote sites, which are integral to
electric and water SCADA systems, are antiquated, difficult to maintain, exhibit overall
low reliability and have very limited bandwidth. The District has installed
communication conduit with underground electric and water system extensions since
approximately 2000. This allows the District to install new communication media to
improve communication reliability to our electric and water facilities.
The Phase 1 project included construction of fiber optic links from the main office on
Donner Pass Road to Martis Valley and Truckee Substations, Glenshire Drive Well
and Old Greenwood Well. The phase 2 project included construction of fiber optic
links from the main office and Richards Drive Pump Station to the Donner Lake Tank,
West Reed PRV, and Wolfe Estates Hydro Station areas.
3. NEW INFORMATION
Staff prepared bid documents for a contractor to procure, install, and test fiber optic
cables in a proposed Phase 3 project to connect the District office with the Trails End
Storage Tank, Prosser Heights, Prosser Village, Fibreboard and Old Greenwood wells
and China Camp Hydrostation. Remaining District facilities will be connected with
optical cables in a phased approach over the next several years. Request for Bid was
sent out on July 3, 2013 and advertised in the Sierra Sun July 10. The bid opening
was held at 2:OOPM on July 30 and 3 bids were received. A summary of the bids is
shown below:
Bidder
Amount
Responsive
Golden State Utility Co.
$312,655
No
Curtis & Sons Construction, Inc
$328,041
Yes
Placer Electric Incorporated
$396,869
No
BID IRREGULARITIES
The apparent low bidder, Golden State Utility, did not include required manufacturer's
certification and key personnel certifications in their bid package. Further Golden State
Utility was not able to provide said certifications when the District requested
clarification of the missing information. As none of the required certifications were
received, the bid was deemed non -responsive.
The bid package from Curtis & Sons Construction, Inc. did not include the required
Supervisor/Foreman personnel certification. The Supervior/Foreman certification was
later received by the District. This irregularity can be waived as a "minor irregularity"
at the discretion of the Board as it provides no competitive advantage for the bidder as
the bidder was in possesion of the certification prior to the bid opening.
The bid package from Placer Electric Incorporated did not inicude required key
personnel certifications. As none of the required key personnel certifications were
received, the bid was deemed non -responsive.
4. FISCAL IMPACT
Project benefits will accrue to the Electric and Water Departments, therefore it is
proposed to split costs equally between the departments.
Sufficient Electric Department funds exist within the FY13 Electric operating budget.
Sufficient Water Department funds exist within the Water Capital Reserve fund.
5. RECOMMENDATION
a) Declare Golden State Utility as non -responsive.
b) Find that the missing Supervisor/Foreman Certificate from the Curtis & Sons, Inc.
bid package was a minor irregularity and did not provide for a competitive
advantage.
c) Authorize the transfer of funds from the Water Capital Transfer Fund to the Water
Operating Fund in the amount not to exceed $180,422.
d) Award the Phase 3 SCADA Reliability Improvement Project to Curtis & Son's, Inc.
in the amount of $328,041 plus a 10% change order allowance for an amount not
to exceed $360,845.
Stephen Hollabaugh
Assistant General Manager
Michael D. Holley
General Manager