HomeMy WebLinkAbout04. Sub 16 Replacement Project, DP 7324Central Contra Costa Sanitary District
January 12, 2016
TO: ENGINEERING & OPERATIONS COMMITTEE
VIA: JM. PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL
SERVICES rp
CRAIG MIZUTANI, SENIOR ENGINEERC,f,A
FROM: BRAD LEIDECKER, ASSOCIATE ENGINEER�i
SUBJECT: SUB 16 REPLACEMENT PROJECT, DISTRICT PROJECT 7324
Staff plans to present to the Board for action at the January 28, 2016 Board meeting a
Position Paper and proposed resolution making findings and authorizing the General
Manager to execute a purchase order for switchgear manufactured by Eaton
Corporation for the Sub 16 Switchgear Replacement Project, District Project 7324.
Details are still in process, and the information set forth below is being presented for
discussion purposes at the Committee level prior to the item being presented to the full
Board later this month.
ISSUE: Board approval is requested to enter into a sole -source contract for equipment
manufactured by Eaton Corporation (Eaton) for the purchase of 480 -volt electrical
switchgear at the District's Headworks facility. Board authorization is required for
purchase orders or contracts above $100,000.
BACKGROUND: The Capital Improvement Budget (CIB) Priority Ranking for this
project is critical and the work aligns with the District's Strategic Plan, specifically
Goal No. 6, which is "Maintain a Reliable Wastewater Infrastructure."
The existing Headworks Substation (Sub) 16 Switchgear was installed in 1993 under
the Headworks Facilities Improvement Project. The existing electrical switchgear was
manufactured by ABB and the model which was installed had a short production run.
The switchgear is now obsolete and replacement parts are difficult to source. Recent
issues with the circuit breakers have revealed that they will only become more difficult to
service. The 2011 Switchgear Refurbishment report by CDM Smith recommends
replacing the switchgear in its entirety to ensure reliable service from the Headworks
and the influent pumps for the treatment plant.
This project will replace the Sub 16 electrical switchgear feeding the Headworks and
influent pumps. Work includes removal of the existing switchgear and modifications of
the building and support facilities as necessary for the installation.
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Staff recommends issuing a sole -source, pre -purchase, agreement for the new Sub 16
electrical switchgear either with Eaton or a distributor or fabricator using designated
Eaton switchgear equipment. The District is attempting to standardize its electrical
equipment using Eaton electrical products. A majority of the electrical equipment at the
treatment plant is currently supplied by Eaton. Therefore the new switchgear would
match existing Eaton electrical equipment, increase safety and familiarity for staff,
improve interchangeability of spare parts, increase reliability, meet the critical
replacement schedule and ensure site specific constraints of the retrofit project are
achieved.
Using a pre -purchase approach, shop drawing approval and fabrication of the
equipment will have a parallel schedule with the final design documents. The equipment
will be owner -furnished equipment to the low -bid installing contractor with an anticipated
construction award date in May of 2016.
The justification for sole -sourcing the switchgear equipment is as follows`
Compatibility with Existing Equipment: The treatment plant has Eaton 480 -
volt breakers in all of its 18 switchgear units (excluding the filter plant), which
includes hundreds of Eaton model DS and DS II model breakers. All of the 12
kilovolt switchgear is manufactured by Eaton and approximately 70 percent of the
2,400 volt switchgear is manufactured by Eaton..
Treatment plant staff will eventually be installing new Eaton Magnum DS model
breakers to replace the existing Eaton DS and DS II model breakers. Magnum
DS breakers are proposed to be supplied with the new switchgear and can be
installed directly in both DS II breaker frames and DS breaker frames (with some
modifications).
Repair and Maintenance: Staff is familiar with Eaton 480 -volt breakers, which
increases efficiency and safety. Eaton has supported and continued to make
replacement parts for older equipment, where other manufacturers have
discontinued product lines. For example, the existing Sub 16 switchgear
manufactured by ABB no longer offers manufacturer support, thus replacement
parts are difficult to source, and technical support is difficult to obtain in a timely
manner. Having manufacturer support and readily -available replacement parts
reduces the risk of failure of this critical facility.
Safety: Staff is familiar with Eaton's products and design, receives exceptional
product support from Eaton and has historically been able to obtain replacement
parts from Eaton for decades after a product is installed. These factors increase
safety when working on high-voltage electrical equipment which the staff is
familiar with and has received training.
Minimization of Supplies of Spare Parts: The interchangeability of breakers
with the new switchgear to be purchased for the Sub 16 Switchgear
Replacement Project allows for fewer spare parts and more flexibility.
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Training: The amount of staff training is reduced because staff is already familiar
with and has extensive knowledge about Eaton breakers.
Productivity: Staff is familiar with Eaton parts and breakers, which increases
efficiency of preventative maintenance.
Constraints: This project has tight physical constraints due to the retrofit nature
of the installation in an existing building with strict spatial constraints. Working
with one manufacturer improves the coordination of the project and will reduce
the chance of construction conflicts and change orders. Two other manufacturers
contacted by the design consultant, Brown and Caldwell, during this design
project have stated they cannot meet the constraints and specifications required
for this retrofit project.
Schedule: The existing switchgear is scheduled to be replaced during the 2016
dry season due to reliability concerns and risk of failure. These concerns were
elevated due to conditions discovered during recent preventative maintenance of
the breakers. The lead time for purchasing this equipment is approximately five
to six months. Working with one manufacturer in a sole -source pre -purchase
approach provides a better opportunity to meet the accelerated schedule.
Traditional procurement with the contractor purchasing the switchgear during
construction will require installation to be deferred until the 2017 dry season.
One typical concern about a sole -source purchase approach is whether it will provide
good value and competitive pricing. Staff and our consultant, Brown and Caldwell,
worked with the following manufacturers to attempt to evaluate alternatives and to
attempt to insure the District will receive a competitive price on the equipment: Eaton,
GE, Square D/Schneider and IEM. Eaton and IEM confirmed they can meet the
technical specifications, constraints and existing footprint requirements. GE took
exception and provided substitutions to the technical specifications. Staff does not
recommend GE's substitutions as their equipment adds complexity and reduces
reliability. Square D/Schneider has determined they cannot build their equipment within
the existing footprint and constraints while maintaining cost competitiveness; therefore
they will not submit a detailed quote. The quotes are due on January 8, 2016 and
additional cost and pricing information should be available for presentation at the
Committee meeting.
CEQA: Staff has concluded that this project is exempt from the California
Environmental Quality Act (CEQA) under District CEQA Guidelines Section 15302,
since it involves replacement of existing public facilities at the same location and with
the same purpose. Approval of this project will establish the Board of Directors'
independent finding that this project is exempt from CEQA.
ALTERNATIVES/CONSIDERATIONS: Sole -source requests bypass the typical
competitive bidding process which provides for use of "or equal" products. Bidding this
equipment would not guarantee equipment standardization and would likely extend the
construction schedule to 2017.
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FINANCIAL IMPACTS: The financial impacts of this project will be discussed at the
meeting, after quotations have been received. This project is included in the Fiscal
Year 2015-16 Capital Improvement Budget on pages TP -20 with a total estimated
project budget of $2,100,000. Staff has conducted a budget analysis of the Treatment
Plant Program budget and concluded that adequate funds are available.
RECOMMENDED COMMITTEE ACTION:
Consider proceeding with a sole -source purchase of Eaton switchgear for the
Sub 16 Switchgear Replacement Project, District Project 7324;
2. Recommend that the Board of Directors:
A. Authorize the General Manager to enter into a sole -source contract in an
amount not to exceed $ (tax and shipping excluded) with Eaton or
a fabricator or distributor for the purchase of 480 -volt electrical switchgear
manufactured by Eaton for inclusion in the District's Headworks facility.
B. Find that the public interest is best served by standardization of Eaton
electrical switchgear equipment and adopt a resolution setting forth the basis
for the sole -source purchases of Eaton equipment.
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