The URL can be used to link to this page

Home My WebLink About5H - Purchase of Equipment for Water Treatment Facility MEETING DATE: AGENDA #: PREPARED BY: OCTOBER 20, 2008 5H CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING CITY STAFF TO PURCHASE SCADA, OFFICE, ELECTRICAL AND MISCELLAEOUS EQUIPMENT FOR THE WATER TREATMENT FACILITY DISCUSSION: Introduction The purpose of this agenda item is to consider approval of a resolution authorizing City staff to purchase SCADA, office, electrical and miscellaneous equipment for the Water Treatment Facility (WTF). Historv On August 6,2007, the City Council awarded a contract for construction of the WTF to Rice Lake Construction. The 18-month project is scheduled to be completed in December 2008 or January 2009. That approval estimated a budget of $192,000 for equipment, furnishings and landscaping required to complete the project. Phase 1 of the landscaping is currently being installed based on City Council approval of a resolution on September 15, 2008. Additional landscaping and the irrigation system will be bid at a later date to be more cost effective in our purchasing efforts. Attached to this report for Council review is the updated WTF Project Budget. Current Circumstances This report contemplates the purchase of the following items: 1) SCADA and control equipment for Well No.5, 2) Parking lot and exterior lighting, 3) Office furniture, and 4) Telephone, computer, printer and key card entry system. These purchases were excluded from the WTF project to save "mark-up" which would otherwise be charged. The requested purchases are outlined below: SCADA Communication for Well NO.5 The City computer/electrical monitoring and management systems for our water system is referred to as SCADA. The SCADA controls and connection to Well NO.5 was not included in the bid for the WTF. Well NO.5 is located off the WTF site and is the only well supplying water to the plant without Variable Frequency Drive controls. In order to operate this well in conjunction with the wells 3,4,7,8 and 9 the well electrical and control systems need to be upgraded. As part of the WTF project the City contracted with Automatic Systems for our new SCADA system. The City has solicited a quote from them to upgrade Well No.5 in the amount of $45,500. This will complete the connection of all City wells to the WTF SCADA System. Parkina Lot and Exterior Liahtinq As the Council may recall, the staff is proposing that the City utilize LED exterior lighting for the first time for the WTF. LED lights offer the potential for R:\Council\2008 Agenda Reports\10 20 08\WTF office and electrical equip agenda. DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 substantial savings attributed to reduced power use and fixture longevity. Two quotes were received for lighting: Parking Lot Lights Carlo Lachmansingh Sales $4,925.00 $5,925.00 $705.25 $11,555.25 Poles LED Lights Tax Total Costs CLS is recommended as the low quotation for lighting. Graybar Electric Included $11,460.00 $744.90 $12,204.90 Office Furniture While the majority of the WTF equipment and furnishings are included in the project contract, office furnishings for the one office and small meeting room were not included. These items include two- desks, chairs and shelves. Staff solicited the following quotes for these items: Office Furniture Desks, Shelves Chairs Office Max $8,066.38 Hendricksen $9,499.08 Office Max is recommended as the low quotation for office furniture. Teleohones. Comouters. Printers. Kev Card Entrv Svstem Each of these items will be purchased in accordance with the City's purchase policy guidelines from the venders the City currently utilizes to ensure compatibility with our existing systems for telephones/printer/copier ($8,400), computers/software ($7,700) and key card security systems ($17,400). The total amount to be expended on these items is $33,500. None of the individual purchases will exceed the $20,000 limit for City Manager approval. Conclusion The City Council should determine if the purchases recommended in the report are appropriate. Many of the purchases contemplated in this report are limited by the systems which they are being added to. For example the SCADA system developed by Automatic Systems for the City will not accept controls and equipment by other manufacturers. Therefore to connect well NO.5 to the new SCADA system the Automatic Systems equipment is the only option. The same is true with the telephone, computers and key card systems. ISSUES: The estimated budget approved for equipment, furnishings and landscaping is $192,000. To date $41,344.69 has been authorized for expenditure. This agenda requests approval for purchases totaling $98,621.63. The remaining budget for phase 2 landscaping, irrigation and miscellaneous items is $52,033. FINANCIAL IMPACT: R:\Council\200S Agenda Reports\10 20 OS\WTF office and electrical equip agenda. DOC 1. Approve a resolution authorizing the purchase of SCADA, office, electrical ALTERNATIVES: and miscellaneous equipment for the WTF. 2. Table this item for a specific reason. 3. Deny this item for a specific reason and provide staff with direction. RECOMMENDED MOTION: Alternative #1 ReVie7Y: .-vJ Frank Boyles, c/na Ii I r R:\Council\200S Agenda Reports\10 20 OS\WTF office and electrical equip agenda. DOC 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 08- A RESOLUTION APPROVING THE PURCHASE OF SCADA, OFFICE, ELECTRIAL AND MISCELLANEOUS EQUIPMENT FOR THE WATER TREATMENT FACILITY Motion By: Second By: WHEREAS, The Water Treatment Facility (WTF) construction schedule is nearing completion; and WHEREAS, As part of the construction schedule, purchasing specialized equipment was scheduled by City staff; and WHEREAS, Automatic Systems was selected as the City's specialty contractor for the SCADA system for the water supply and has provided the City with a quote of $45,500 for installation of the Well NO.5 VFD and communications equipment; and WHEREAS, City staff obtained quotes for the following: Parkina Lot Liahts: Carlo Lachmansingh Sales (CLS) $4,925.00 $5,925.00 $705.25 $11,555.25 Graybar Electric Poles LED Lights Tax Total Costs Included $11,460.00 $744.90 $12,204.90 Furniture, desks and office products: Office Max $8,066.38 Hendricksen $9,499.08 And the low bids were provided by CLS and Office Max; and WHEREAS, City Staff is authorized to purchase the card reader system for the building and gates and the required computers, copier/printer and telephone equipment for the WTF in an amount not to exceed $33,500 in accordance with the City Purchasing Policy; NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The following purchases are approved: Automatic Systems - $45,500 (Acct. #505-49100-501); CLS - $11,555.25 (Acct. #505-49100-501); Office Max - $8,066.38 (Acct. #505-49100-515) and up to $33,500 (Acct. #505-49100) for computers, telephones, printers/copiers and card reader system. 3. Funding for these purchases shall come from Water Storage Fund Account # 505-49100 . PASSED AND ADOPTED THIS 20TH DAY OF OCTOBER 2008. R:\Council\2008 Agenda Reports\10 20 08\WTF office and electrical equip reso.DOC www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 I Haugen I Erickson I Hedberg I leMair I Millar YES Haugen Erickson Hedberg leMair Millar Frank Boyles, City Manager R:\Council\2008 Agenda Reports\10 20 08\WTF office and electrical equip reso.DOC NO I WTF Financing - Project Summary Updated 10/1/2009 BUDGET City Council Approved Design & Construction Budget Met Council/City Bldg Permit Fees Testing Service Change Order Total Project Budget $14,016,500.00 Res 07-145 $106,262.35 $22.430.50 Res 08-017 $14,145,192.85 Detailed Resolution Expenditure Approval to Date WTF Construction Cost Engineering Testing Admin (City of Prior Lake) Bonding Costs City Costs (FFE, Landscaping etc) Met Council/City SAC & WAC Fees Total $12,746,500.00 Res 07-145 $736,560.00 Res 06-142,06-205 $44,669.50 Res 06-197,08-017 $100,000.00 Res 07-145 $208,000.00 Res 07-145 $192,000.00 Res 07-145,08-121 $106.262.35 $14,133,991.85 Actual City Costs To Date Phase 1 Landscaping Total Approved Estimated Budget $41.345 08-121 $41,345 $192,000 Expended to Date $10,544,201.00 $658,009.01 $36,233.62 $100,000.00 $157,918.34 $41,344.69 .$106.262.35 $11,643,969.01 $0.00 Balance $2,202,299.00 $78,550.99 $8,435.88 $0.00 $50,081.66 $150,655.31 $O.OQ $2,490,022.84 $41,345 FUNDING Designated Funding Account 505-49100 Water Storage Fund $2,106,262 Res 07-145 & Bldg Permit Trunk Reserve Fund $2,316,500 Res 07-145 Water Revenue Bonds $9,700,000 Res 07-145 CO Water Storage Fund $22.431 Res 08-017 Total $14,145,193 Projected Funding Water Storage Fund* $3,328,693 Trunk Reserve Fund $2,316,500 Water Revenue Bonds $8.500.000 Total $14,145,193 *Includes Investment Earnings, Building Permit Fees and Rebates Rebates Received to Date Xcel Plan Review Rebate Sales Tax 1/1/08 Sales Tax 7/1/08 Total to Date $22,146 (8/14/08) $25,868 $52.403 $100,417 Investment Earnings to Date $703,601 (1/1/06 - 7/31/08) ~