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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: September 9, 2008

Subject/Title: Adopt a Resolution approving and authorizing the City Manager or her designee to execute a purchase order and an agreement with Telstar Instruments, Inc. for the purchase of materials and labor to complete the upgrade of the chlorine generators at City Wells 6, 7, 11, and 14, CIP Project No. 562-56370, in a total amount not to exceed $93,529.

Prepared by: Eric Brennan, Water Operations Manager
Chris Ehlers, Deputy Director of Public Works

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution approving and authorizing the City Manager or her designee to execute a purchase order and an agreement with Telstar Instruments, Inc. for the purchase of materials and labor to complete the upgrade of the chlorine generators at City Wells 6, 7, 11, and 14, CIP Project No. 562-56370, in a total amount not to exceed $93,529.

PREVIOUS ACTION
On May 27, 2008, by Resolution No. 2008-137, City Council adopted the City’s 2008/09 – 2012/13 Capital Improvement Program that included the Chlorine Generator Upgrade, CIP Project No. 562-56370.

BACKGROUND
The City of Brentwood has eight groundwater production wells that all use on-site chlorine generators for disinfection. The Public Works Water Division is responsible for the maintenance and repair of these systems. The existing power supplies for the chlorine generators have failed eight times in the last year. Each time a failure occurs the well turns off and water production is lost due to the inability to produce chlorine for disinfection.

A Capital Improvement Project was created to replace the power supplies currently in use (CIP Project No. 562-56370 - Chlorine Generator Upgrade), as they have become obsolete and unreliable. Any replacements of existing power supplies require the use of reconditioned power supplies, as the manufacturer no longer produces the existing model.

Four of the eight existing power supplies were budgeted for replacement in fiscal year 2008/09; the remaining four were budgeted for replacement in fiscal year 2009/10. The quoted power supplies are the newest, most robust type available. Installation of the new power supplies and other equipment will add needed reliability to the on-site chlorine generators.

Telstar Instruments, Inc. is the exclusive distributor and field service provider in northern California for Severn Trent chlorine generator equipment, service, and parts. On July 31, 2008, Telstar Instruments, Inc. submitted a proposal to the City in the amount of $70,269 for the materials necessary to complete the upgrade of the chlorine generators at City Wells 6, 7, 11, and 14. Staff has prepared an agreement in the amount of $23,260 for the installation of the power supplies. The total not to exceed amount for this project in fiscal year 2008/09 is $93,529. This purchase and agreement is in compliance with Council/Administrative Purchasing Policy 10-7.

FISCAL IMPACT
The total fiscal impact for the Chlorine Generator Upgrade, CIP Project No. 562-56370, is $93,529 ($70,269 for parts and $23,260 for installation). The funds associated with this project are included in the 2008/09 - 2012/13 Capital Improvement Program Budget. This project is fully funded from the Water Enterprise. This action does not amend the Council adopted 2008/09 – 2012/13 Capital Improvement Program Budget.

Attachments:
• Resolution
• Agreement


RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE A PURCHASE ORDER AND AN AGREEMENT WITH TELSTAR INSTRUMENTS, INC. FOR THE PURCHASE OF MATERIALS AND LABOR TO COMPLETE THE UPGRADE OF THE CHLORINE GENERATORS AT CITY WELLS 6, 7, 11, AND 14, CIP PROJECT NO. 562-56370, IN A TOTAL AMOUNT NOT TO EXCEED $93,529.

WHEREAS, on May 27, 2008, by Resolution No. 2008-137, City Council adopted the City’s 2008/09 – 2012/13 Capital Improvement Program that included the Chlorine Generator Upgrade, CIP Project No. 562-56370; and

WHEREAS, the City of Brentwood has eight groundwater production wells that all use on-site chlorine generators for disinfection; and

WHEREAS, the existing power supplies for the chlorine generators have failed eight times in the last year; and

WHEREAS, the existing power supplies have become obsolete and unreliable; and

WHEREAS, any replacements of existing power supplies require the use of reconditioned power supplies, as the manufacturer no longer produces the existing model, and

WHEREAS, the quoted power supplies are the newest, most robust type available; and

WHEREAS, installation of the new power supplies and other equipment will add needed reliability to the on-site chlorine generators; and

WHEREAS, Telstar Instruments, Inc. is the exclusive distributor and field service provider in northern California for Severn Trent chlorine generator equipment, service, and parts; and

WHEREAS, Telstar Instruments, Inc. submitted a proposal in the amount of $70,269 for the materials necessary to complete the project; and

WHEREAS, staff has prepared an agreement with Telstar Instruments, Inc. in the amount of $23,260 for the installation of the power supplies; and

WHEREAS, the total fiscal impact for the Chlorine Generator Upgrade, CIP Project No. 562-56370, is $93,529 ($70,269 for parts and $23,260 for installation); and

WHEREAS, this project is fully funded by the Water Enterprise and does not amend the Council adopted 2008/09 – 2012/13 Capital Improvement Program Budget.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby approve and authorize the City Manager or her designee to execute a purchase order and an agreement with Telstar Instruments, Inc. for the purchase of materials and labor to complete the upgrade of the chlorine generators at City Wells 6, 7, 11, and 14, CIP Project No. 562-56370, in a total amount not to exceed $93,529.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 9th day of September 2008 by the following vote:


 
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