AGENDA MEMORANDUM

Meeting Date:           August 22, 2011

From:                          Mike Thornton, Purchasing Manager

Subject:                      Purchase Request 43345 to Progress Energy for relocation of their equipment at the East Substation

Staff Recommendation:

Staff recommends approval of purchase request 43345 to Progress Energy in the amount of $79,151.00.

Analysis:

The City of Leesburg Electric Department will purchase a new 67 to 15KV power transformer and equipment that is required for the new Smart Grid project.  In order to prepare for the new transformer as well as upgrade the substation equipment, equipment belonging to Progress Energy must be relocated.

The purpose of the move is to make room to replace the failing series 5 circuit switches with the new 69KV circuit breakers that will be installed for the new transformer.  All existing equipment belonging to Progress Energy at East Substation must be moved in order to accomplish this task.  Progress Energy will use its own crews and equipment to remove all of their materials from the present location.  It will be placed in an empty, assigned spot at the transformer site where it will remain permanently.

The cost to complete this work includes removal costs, engineering and supervision, construction labor, materials and supplies, materials handling charges, transportation and equipment, contract construction and miscellaneous and general overhead costs.

The City already has an executed contract, previously approved by Commission, for a vendor to provide and install the new circuit breakers after Progress Energy relocates their equipment.

This is a sole source purchase as the equipment belongs to Progress Energy.  The City is reimbursing Progress Energy for their costs associated with the equipment relocation.

Options:

1.  Approve purchase request 43345 to Progress Energy or;

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Funds in the amount of $79,151.00 are available in the account listed.

Submission Date and Time:    8/19/2011 9:53 PM____

Department: ___Electric______________ Prepared by:  __Mike Thornton_________                      Attachments:         Yes____   No __X____ 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. 041-1099-531-3410___ Project No. _410012____________ WF No. ____WF0707733/1______ Budget  ____$79,151.00_________ Available ___$79,151.00_________