AGENDA MEMORANDUM

Meeting Date:           April 25, 2011

From:                          Mike Thornton, Purchasing Manager

Subject:                      Approve emergency purchase request 43581 previously approved by the City Manager to QEI, Inc. for the Electric Department

Staff Recommendation:

Staff recommends ratification of City Manager approval of the emergency purchase to QEI, Inc. to provide on-site support services for the Advanced Meter Infrastructure (AMI)/Smart Grid vendor demonstration project for $21,450.00 plus travel expenses for a total estimated amount of $25,650.00.

Analysis:

The Electric Department has requested a purchase order to QEI, Inc. for on-site support services during the AMI/Smart Grid vendor demonstrations to be held at the MOC during April 18 through May 11, 2011.

The demonstrations will consist of each of the four shortlisted vendors coming on-site for three days to setup and demonstrate their AMI technology solution at the MOC.  The vendor will establish communication with smart meters and other communications devices installed at the MOC.

QEI will be on-site to support the Supervisory Control and Data Acquisition (SCADA) configuration and testing for each of the four  shortlisted AMI vendors.  QEI will assist the City in configuring the test devices as well as insuring communication with the vendor equipment is established and validating the data being sent from the vendor equipment to the electric SCADA system.

The City Manager approved this item on an emergency basis allowing QEI to make travel arrangements in advance to reduce the actual travel expense that will be passed on to the City.  Waiting for commission approval right before the demonstrations would have resulted in higher travel costs.

Cost Breakdown – Total estimated $25,650.00

• On-Site Field Service - $1,650/day x 8 days = $13,200.00
• Weekend Stay over - $3,300/day x 2 days = $6,600.00
• Return Travel Day - $1,650/cay x 1 day = $1,650.00
• Estimated Travel Expenses = $4,200.00

Options:

1. Approval of the emergency purchase request to QEI, Inc.; or
2. Such alternative action as you may deem appropriate.

Fiscal Impact:

These services are being funded from the AMI/Smart Meter project.  The City will be reimbursed for 50% of the cost from the DOE grant.  The remaining 50% will be reimbursed from the Electric Utility GAN for AMI.

Submission Date and Time:    4/20/2011 5:12 PM____

Department: _Electric Utility____________ Prepared by:  _Mike Thornton_________                      Attachments:         Yes____   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. _041-1099-531.34-10___ Project No. __410015____________ WF No. ____WF0658378 / 004_____ Budget  ______________________ Available _____________________