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Home My WebLink About8 Transformer Bid Agenda Item # Public Utility District ACTION To: Board of Directors From: Sanna Schlosser Date: Wednesday, March 19, 2008 Subject: Transformer Bid Award Recommendation 1. WHY THIS MATTER IS BEFORE THE BOARD The amount of this award is in excess of$15,000 therefore Board approval is necessary. 2. HISTORY The District's annual purchase of transformers is required to meet customer obligations and the purchase also includes for routine replacements. Vendors were asked to bid on transformers with options for two different types of dielectric fluid: petroleum-based mineral oil and seed-based biodegradable oil. The Board previously reviewed the differences between these two types of dielectric fluids. The Board approved the purchase of biodegradable oil in all transformers for the 2007 contract. In order to enter into year-long contracts, vendors have requested the use of a quarterly materials escalation clause which the District has included in transformer contracts since 2006. The following factors were used in determining the successful bidder: price, adherence to our contract and specifications, and delivery time. The lowest bid price is determined by the Total Owning Cost (TOC) formula calculation. The TOC is equal to the sum of the Unit Price (initial purchase price) plus the cost of losses over the expected life of the unit. The TOC calculation allows the District to determine the transformers with lowest overall ownership costs, which may not correspond to the lowest initial purchase or contract prices. The low bidder for a category type is determined by the summation of the TOCs for all transformers within that category, based on a quantity of one (1) for each transformer. 3. NEW INFORMATION Bids have been opened and analyzed for the District's purchase of transformers. The Total Owning Cost (TOC) calculation was used to determine the low bidders as depicted in Table 1. Attached are summaries of the bid information received. The bid results show the description and quantity of transformers required, vendor name, dielectric fluid type, quoted price, and delivery time. District contracts specify that bids must be awarded by entire category. These categories are Single Phase Pole Mounted Transformers (Schedule A), Single Phase Pad Mounted Transformers (Schedule B) and Three Phase Pad Mounted Transformers (Schedules C and D). The apparent low bidder for Schedules C and D is Cooper, however the transformers bid do not comply with District Specifications. The bid from Cooper was therefore found to be non-compliant with the District specifications. The other bidders were found to in compliance with the District specifications. 4. FISCAL IMPACT Sufficient funds exist for the purchase of new transformers within the approved FY 2008 capital budget. This award will be limited to the approved FY 2008 capital budget. 5. RECOMMENDATION The recommendations are based on TOC evaluations and are as follows: 1. Find Cooper non-compliant with District Standards for schedules C &D. 2. Award Schedule A, Pole Mounted Single Phase Transformers with Biodegradable Dielectric Fluid to Cooper with the contract prices as listed on the 2008 Transformer Bid Award Recommendation Table, to be effective until 6/30/08. 3. Award Schedule B, Pad Mounted Single Phase Transformers with Biodegradable Dielectric Fluid to General Pacific with the contract prices as listed on the 2008 Transformer Bid Award Recommendation Table, to be effective until 6/30/08. 4. Award Schedules C and D, Pad Mounted Three Phase Transformers with Biodegradable Dielectric Fluid to Howard with the contract prices as listed on the 2008 Transformer Bid Award Recommendation Table, to be effective until 6/30/08. Sanna Schlosser, Electrical Engineer Michael D. Holley, Gene I Manager TABLE 1 - TRANSFORMER BID RESULTS Evaluated Price Comparison - Total Owning Cost (TOC) (TOC=Initial Purchase Price + Cost of losses over transformer life) Schedule A- Single Phase Pole Mount Trans. 120/240V Mineral Oil Sched Cooper GE Gen Pac Howard Moloney WESCO Al $2,019.20 $1,969.27 $1,986.23 $2,279.53 $2,231.90 $2,259.76 A2 $2,598.57 $2,576.40 $2,537.08 $2,638.63 $2,932.79 $2,851.47 A3 $2,610.44 $2,521.24 $2,485.18 $2,958.86 $2,985.17 $2,759.84 A4 $3,367.42 $3,078.57 $3,108.18 $3,593.40 $3,454.50 $3,514.90 A5 $2,152.23 $2,099.07 $2,145.33 $2,421.69 $2,220.70 $2,464.51 A6 $2,862.19 $2,741.83 $2,688.05 $3,180.30 $2,982.01 $2,981.87 A7 $3,218.47 $3,195.99 $3,352.45 $3,797.83 $3,500.31 $3,582.13 $18,828.52 $18,182.36 $18,302.49 $20,870.24 $20,307.38 $20,414.47 Schedule B - Single Phase Padmount Trans. 120/240V Mineral Oil Sched Cooper GE Gen Pac Howard Moloney WESCO 61 $2,917.21 $0.00 $2,369.07 $2,610.29 $0.00 $2,882.46 132 $4,103.54 $0.00 $3,378.96 $3,935.04 $0.00 $3,846.94 133 $5,105.58 $0.00 $4,532.23 $5,601.51 $0.00 $4,740.67 134 $6,036.81 $0.00 $5,655.73 $6,613.04 $0.00 $5,644.74 135 $3,281.85 $0.00 $2,684.14 $3,614.50 $0.00 $3,282.44 136 $4,371.17 $0.00 $3,726.02 $4,950.15 $0.00 $4,151.28 $25,816.16 $0.00 $22,346.15 $27,324.54 $0.00 $24,548.52 Schedule C -Three Phase Padmount Trans. 120/208V Mineral Oil Sched Cooper GE Gen Pac Howard Moloney WESCO C1 $9,047.82 $0.00 $7,966.82 $7,130.91 $0.00 $8,332.62 C2 $10,367.27 $0.00 $9,326.97 $8,762.36 $0.00 $9,417.52 C3 $11,962.91 $0.00 $11,110.01 $10,384.16 $0.00 $11,113.36 C4 $13,447.56 $0.00 $12,858.27 $12,074.08 $0.00 $12,591.06 C5 $16,660.40 $0.00 $15,798.28 $15,254.99 $0.00 $15,874.78 C6 $19,435.66 $0.00 $18,707.91 $18,243.69 $0.00 $18,766.52 C7 $27,244.69 $0.00 $25,901.78 $25,560.33 $0.00 $23,344.42 C8 $37,328.23 $0.00 $35,091.92 $34,175.73 $0.00 $36,556.06 $145,494.53 $0.00 $136,761.96 $131,586.25 $0.00 $135,996.34 Schedule D -Three Phase Padmount Trans. 277/480V Mineral Oil Sched Cooper GE Gen Pac Howard Moloney Pauwels D1 $9,179.83 $0.00 $7,911.92 $7,343.59 $0.00 $8,056.16 D2 $10,470.88 $0.00 $9,144.76 $8,685.29 $0.00 $9,444.38 D3 $11,892.50 $0.00 $11,211.82 $10,460.65 $0.00 $10,965.28 D4 $13,293.77 $0.00 $12,494.98 $12,004.28 $0.00 $12,342.71 D5 $16,318.88 $0.00 $15,272.05 $15,118.50 $0.00 $15,701.54 D6 $18,964.51 $0.00 $17,956.75 $18,238.89 $0.00 $18,390.30 D7 $25,776.74 $0.00 $24,197.45 $24,747.69 $0.00 $22,472.65 D8 $35,092.43 $0.00 $33,206.43 $32,007.51 $0.00 $35,211.90 D9 $42,571.52 $0.00 $40,774.67 $39,830.44 $0.00 $42,834.11 $183,561.05 $0.00 $172,170.82 $168,436.84 $0.00 $175,419.02 6/22/06 Page 1 of 2 Indicates low bidder for each schedule Indicates recommended bidder Schedule A- Single Phase Pole Mount Trans. 120/240V Biodegradable Fluid Sched Cooper GE Gen Pac Howard Moloney WESCO Al $2,095.20 $0.00 $2,246.27 $2,444.40 $2,371.90 $2,665.82 A2 $2,653.20 $0.00 $2,795.08 $2,823.40 $3,162.79 $3,417.66 A3 $2,701.44 $0.00 $2,719.18 $3,180.27 $3,235.17 $3,321.26 A4 $3,277.96 $0.00 $3,416.18 $3,939.45 $3,719.50 $4,119.33 A5 $2,095.70 $0.00 $2,554.67 $2,791.12 $3,235.17 $2,872.08 A6 $2,700.96 $0.00 $2,962.05 $3,454.30 $3,719.50 $3,828.40 A7 $3,279.79 $0.00 $3,686.00 $4,188.84 $2,365.70 $4,329.01 $18,804.24 $0.00 $20,379.42 $22,821.79 $21,809.74 $24,553.57 Schedule B - Single Phase Padmount Trans. 120/240V Biodegradable Fluid Sched Cooper GE Gen Pac Howard Moloney WESCO B1 $3,116.93 $0.00 $2,662.07 $3,061.23 $0.00 $0.00 B2 $4,287.23 $0.00 $3,707.96 $4,516.35 $0.00 $0.00 B3 $5,332.50 $0.00 $5,034.23 $6,336.21 $0.00 $0.00 B4 $6,343.24 $0.00 $6,345.73 $7,256.67 $0.00 $0.00 B5 $3,443.85 $0.00 $3,227.14 $4,452.50 $0.00 $0.00 B6 $4,588.17 $0.00 $4,359.02 $5,959.15 $0.00 $0.00 $27,111.91 $0.00 $25,336.15 $31,582.11 $0.00 $0.00 Schedule C -Three Phase Padmount Trans. 120/208V Biodegradable Fluid Scheq Cooper GE Gen Pac Howard Moloney WESCO C1 X82 $11,827.46 $9,686.82 $8,808.91 $0.00 $0.00 C21. $13,134.26 $10,907.04 $10,686.36 $0.00 $0.00 C3 4 $15,219.51 $12,937.27 $12,360.16 $0.00 $0.00 C4 $18,375.48 $14,760.71 $14,399.08 $0.00 $0.00 C5 1� $21,879.15 $17,957.28 $18,171.99 $0.00 $0.00 C6 ' $24,087.23 $21,413.01 $21,231.69 $0.00 $0.00 C74 $34,654.57 $28,622.23 $29,166.33 $0.00 $0.00 C8 8 $48,215.98 $39,062.92 $38,006.73 $0.00 $0.00 7S1 143. 7 $187,393.63 $155,347.28 $152,831.25 $0.00 $0.00 chedu e D -Three Phase Padmount Trans. 2771480V Biodegradable Fluid Sched Cooper GE Gen Pac Howard Moloney WESCO D1 $9,661. $12,063.75 $9,427.99 $9,219.59 $0.00 $0.00 D2 $10,945 5 $12,458.69 $10,699.52 $10,723.29 $0.00 $0.00 D3 12,41 .36 $14,144.10 $12,962.27 $12,636.65 $0.00 $0.00 D4 3 $ 7 1.03 $17,767.93 $14,242.87 $14,289.28 $0.00 $0.00 D5 $16 17.59 $21,573.82 $17,201.05 $17,845.50 $0.00 $0.00 D6 , $1 9.85 $23,930.14 $20,360.10 $21,504.89 $0.00 $0.00 D7 $ 6,49 51 $33,256.35 $26,692.44 $28,337.69 $0.00 $0.00 Z D8 36,048. 7 $43,982.79 $38,390.43 $36,208.51 $0.00 $0.00 D9 $44,217.2 $53,876.28 $45,566.67 $44,656.44 $0.00 $0.00 $190,055.68 $233,053.85 $195,543.33 $195,421.84 $0.00 $0.00 6/22/06 Page 2 of 2