ITEM:

CONSENT CALENDAR

 

4.

AUTHORIZE EXPENDITURE FOR PURCHASE OF well EQUIPMENT – SEASIDE MIDDLE SCHOOL ASR PROJECT

 

Meeting Date:

August 19, 2013

Budgeted: 

Yes

 

From:

David J. Stoldt

Program/

1-2-1

 

General Manager

Line Item No.:

B. WP 2

 

Prepared By:

Joe Oliver

Cost Estimate:

 

$135,125

(reimbursable)

 

General Counsel Review:  N/A

Committee Recommendation:  The Administrative Committee reviewed this item on August 12, 2013 and recommended approval.

CEQA Compliance:  N/A

 

SUMMARY:  The Board will consider authorization to purchase well equipment to operate the new wells at the Seaside Middle School Aquifer Storage and Recovery (ASR) facility, which is currently under construction.  The Monterey Peninsula Water Management District (MPWMD or District) has been working with California American Water (Cal-Am) on development of this site as part of the 2nd phase of the ASR project in the Seaside Basin.

 

The Seaside Middle School ASR facility infrastructure is largely complete, with the only remaining work to include the installation and wiring of the site electrical equipment to allow full operation.  Prior to initiating the electrical installation and wiring work (planned for Board authorization in September), two equipment components must be purchased and delivered.  These items and their anticipated costs are listed below:

 

                        Component Description                                              Anticipated Cost

1.               Heavy duty VFD cable                                                 $ 28,500

2.               Allen Bradley PLC system controls                             $ 89,000

                                                                                   Total    $117,500

 

With a 15% contingency ($17,625), the total anticipated cost estimate is $135,125.  This equipment will be purchased and delivered prior to completion of the final electrical installation and wiring work, in order to have the Seaside Middle School ASR facility operational by December 31, 2013, per our agreement with Cal-Am.

 

RECOMMENDATION:  District staff recommends authorization to purchase the heavy duty VFD cable and Allen Bradley PLC control equipment listed above for use in the Seaside Middle School ASR facility building, for a not-to-exceed total estimated cost of $135,125.  The requested funding authorization includes a 15% contingency amount over the anticipated cost ($17,625), in the event that unforeseen costs arise, and to accommodate equipment preparation and shipping charges.  Staff will proceed with finalizing the orders and authorization of the equipment purchases to the vendors if this item is adopted with the Consent Calendar.

 

BACKGROUND:  In August 2008, the District began discussions with the Monterey Peninsula Unified School District (MPUSD) for potential use of an unused portion of the Seaside Middle School property for planned expansion of the Seaside Basin ASR program (i.e., Phase 2 or Water Project 2).  In October 2009, the District drilled an exploratory borehole and constructed a dedicated monitor well array at the site.  This work confirmed that the site would be suitable for developing a full-scale ASR test well.  The next step in development of this project was to construct and test the full-scale well at the site, which was completed in 2010 under an interim agreement with MPUSD.  The permanent easement agreement for this site with MPUSD was secured by Cal-Am in 2011.  This first well at the site is now known as ASR-3.  This nomenclature is to minimize confusion and/or mislabeling of data associated with the existing ASR-1 and 2 wells at the nearby Water Project 1 (Santa Margarita) site that is located approximately 1,000 feet to the southeast of the Middle School site.  The second well at the Middle School site (ASR-4) was drilled in 2012 and installation of its appurtenant equipment is planned for completion in 2013. The permanent electrical equipment will be housed in a new building that is also scheduled for completion in 2013.

 

The first equipment component of this item, the heavy duty VFD (Variable Frequency Drive) cable, will be used for electrical connection of the newly-constructed ASR-4 well to the electrical facility building that is currently under construction.  This direct purchase of equipment from the vendor (Buckles-Smith) results in a cost-saving measure as opposed to inclusion with the planned contract for equipment installation and wiring.  Buckles-Smith was the only vendor able to provide a quotation for this specialized equipment and to confirm the inventory and delivery of the material within the project schedule.  The second equipment component of this item, the Allen Bradley PLC (Programmable Logic Control) system controls, is also a specialized piece of equipment that Cal-Am has been requiring for all of their Monterey District facilities, and the vendor, Control Systems West, is the only vendor that has been approved by Cal-Am for these systems.

 

IMPACT ON STAFF/RESOURCES:  Planning, design, construction and operation of the ASR Project facilities are ongoing significant staff commitments, as reflected in the District’s Strategic Plan.  Funds for this work are available in the MPWMD FY 2013-14 budget under Line Item 1-2-1 B (Water Project 2), adopted June 17, 2013 (Item 23).  The costs incurred under this item are reimbursable to MPWMD through existing reimbursement agreements with Cal-Am for the Seaside Middle School ASR Project.

 

EXHIBITS

None

 

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