AGENDA MEMORANDUM

Meeting Date:           February 14, 2011

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing execution of an agreement with Booth & Associates, Inc. to provide engineering services related to the transformer rewind at the airport substation.

Staff Recommendation:

Staff recommends approval of the resolution authorizing execution of an agreement with Booth & Associates, Inc. for engineering services in the amount of $29,850.00

Analysis:

The peak load at the airport is 22MW and two transformers serve the load at the airport; both are 30 MVA.  One 30 MVA transformer is able to handle the entire load; however both transformers are needed in case one is lost.  There is no way to transfer the load to another substation because one of the main backup feeders was eliminated as a result of the underground conversion along Highway 441.

The original 30 MVA airport transformer, which has been in service since 1982, was not functioning properly and as a result of the regular dissolved gas analysis, staff knows that it has been evolving gas combinations indicative of overheating.  The transformer has not been placed in an overload condition so these gasses can only be a result of an internal problem.  The transformer was examined by the manufacturer soon after its installation and they were not able to determine the nature of the problem, only that an internal problem exists.  This unknown problem increases the possibility that a failure could occur in the original 30 MVA transformer.

Since budgetary constraints prevent the purchase of a new transformer, this transformer needs to be completely rebuilt and updated.  It will have several monitoring systems and all new relays installed at the time of the rebuild.  This will allow SCADA to gather valuable information and also be able to control the transformer.  While repairs are being made to this transformer, the other 30 MVA transformer will be able to carry the load.  After the rebuild, either of the transformers can be used in case the other fails.

Booth & Associates, Inc. will make all new drawings for the connection points and assist with the commission of the new equipment.  Since they have previously had an existing continuing services contract with the City and they have done extensive work on large projects for the Electric Department, including transformer projects, the Purchasing Division feels that it is in the best interest of the City to utilize their services.

The amount of the agreement is below the $35,000 dollar threshold as detailed in Florida Statute 287.055 excluding this acquisition from the requirements of the Consultants Competitive Negotiation Act (CCNA).

Options:

1.  Execute the agreement with Booth & Associates, Inc. or;

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Funding was included in the fiscal year 2009-10 budget and subject to Commission approval, will be rolled to fiscal year 2010-11.

Submission Date and Time:    2/9/2011 10:08 AM____

Department: _Electric_Department______ Prepared by:  _Armida Jones___________                      Attachments:         Yes__X___   No ______ Advertised:   ____Not Required __X____ Dates:   ___________________________                      Attorney Review :       Yes___  No _____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. _______JB_________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. 041-1099-531-6310___ Project No. _410012_____________ WF No. ____WF0615068/2_______ Budget  ____$808,399.00__________ Available ___$189,797.00__________

RESOLUTION NO._______________

RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK EXECUTE AN AGREEMENT WITH BOOTH & ASSOCIATES, INC. FOR ENGINEERING SERVICES RELATED TO THE AIRPORT SUBSTATION TRANSFORMER REWIND FOR $29,850.00; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with BOOTH & ASSOCIATES, INC., whose address is 1011 SCHAUB DRIVE, RALEIGH, NORTH CAROLINA 27606, for engineering services related to the airport substation transformer rewind.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __14th___ day of _February________ 2011.

                                                                            __________________________

                                                                             Mayor

ATTEST:

____________________________________

City Clerk