CITY COUNCIL: Resolution Awarding Bid to Collins Electric Company for Police Department/Public Works Emergency Generator & Fuel Systems Modification Project

Meeting Date: April 5, 2011
Prepared by: Bernard Martino

City Council
Agenda Item Summary

Name: Consideration of a Resolution awarding a bid to Collins Electric Company for the Police Department/Public Works Emergency Generator and Fuel Systems Modification Project for a total project cost of $272,160.

Description: Council has placed high priority on the installation of a new emergency generator, underground diesel fuel system and storage tank (UST) and containment sump appurtenances at the Police Department/Public Works/Youth Center facility. Besides this, relocating the existing Healy Clean Air Recovery Tank is needed to comply with current Environmental Health Department regulations and the Clean Air Act.

Overall Cost:
City Funds: $272,160
Construction Bid: $243,000
Project Contingency: $24,300
Project Engineering and inspection: $4,860
Grant Funds: N/A

Staff Recommendation: Adopt the Resolution.

Important Considerations: The emergency generator at the Police/Public Works complex is 45 years old and in failing condition. It provides electrical power to approximately 60% of the Police/Public Works facility but no power to the Youth Center. The City Council has often deemed this a high-priority concern as it is critical to have a working generator to
power the Police Department, Emergency Operations Center, Public Works facility and the City’s fuel pumps in the event of an emergency. The new generator also would provide power to the Carmel Youth Center, which has been designated to serve as an emergency shelter, if needed. The Healy Clean Air Recovery Tank does not comply with current Environmental Health
Department regulations, subjecting the City to possible citations or fines.

Decision Record: $40,000 was budgeted for the Police Department/Youth Center Generator design in the FY 2010-2011 Budget.

Attachments: Tabulation of Bids

Reviewed by:
_______________
_________________ _____________________
Heidi Burch, Asst. City Administrator Date

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2011-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AWARDING THE BID TO COLLINS ELECTRIC COMPANY FOR THE PUBLIC WORKS/POLICE FACILITY GENERATOR AND FUEL SYSTEMS MODIFICATION PROJECT FOR A TOTAL PROJECT COST OF $272,160

WHEREAS, the installation of the new generator will ensure continuous and full electrical power to the Police Department/Public Works facility, the Emergency Operations Center, and Youth Center during power outages; and

WHEREAS, the existing generator is 45 years old, supplies electrical power to only about onethird
of the buildings/facilities (none to the Youth Center), has been a priority on the Capital
Improvement list and must be replaced to protect the City during a cataclysmic event; and
WHEREAS, moving the Healy Clean Air Recovery Tank will bring the City into compliance
with Environmental Health regulations, CEQA, and the Clean Air Act; and
WHEREAS, the City advertised and three bids were received for the project on 17 February
2011 and the low bidder was Collins Electric Company for a bid price of $243,000.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
1. Award the bid for construction to Collins Electric Company in the amount of $243,000.
2. Approve $24,300 for project contingency, $4,860 for engineering and inspection
services during construction for a total project cost of $272,160.
3. Provide for sufficient funding to be available in the 2011/2012 budget to complete the
project.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE- SEA
this 5th day of April, 2011 by the following roll call vote:
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
SIGNED,
ATTEST:
________________________
___________________ SUE McCLOUD, MAYOR
Heidi Burch, City Clerk
176
TABULATION OF BIDS - Public Works/Police Facility Generator and Fuel Systems Modification Project
Collins Electric Co. Central Coast Elec. Edward R. Bacon
Total Bid Price $ 243,000.00 $ 302,303.00 $ 248,500.00
Alternate Bid #1
All electrical, fuel supply & return lines related to the fuel management system $ 78,000.00 $ 145,267.00 No breakdown provided
All related piping to the existing in-ground diesel fuel tank including all
concrete cutting, trenching & replacement of concrete per plans
Alternate Bid #2
Using the open trench per concrete saw cutting as outlined in Bid #1; $ 7,000.00 $ 8,812.00 No breakdown provided
relocate the (E) Healy Clean Air Separator tank, its diesel and gasoline vent
piping, and all connections as outline in the plans and specifications
Alternative Bid #3
Purchase and install (N) generator $ 158,000.00 $ 148,224.00 No breakdown provided
Install all (N) electrical components, distribution panel, transfer switches &
conduit/wiring per plans and specifications.
Trenching to Carmel Youth Center building.
Disconnect old generator as per plans and specifications or as specified by
City Staff and place in a location as deemed appropriate by City Staff.