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HomeMy WebLinkAboutAGENDA REPORT 1994 0202 CC REG ITEM 08DircM. CITY OF' MOORPARK - -- - = CITY COUNCIL AGENDA REPORT TO: The Honorable City Council -� FROM: Donald P. Reynolds Jr., Administrative Services Ma ager/ DATE: January 25, 1994 SUBJECT: Consider Use of Funds Appropriated for an Emergency Generator Staff has been working over the past three years to develop a plan for the purchase of an emergency generator to power City facilities. The following proposal will present a phased approach to providing power to three buildings as revised by the Public Works, Solid Waste and Transportation Committee (Councilmembers Wozniak and Montgomery) on Tuesday. January 18, 1994. Background The City Council appropriated $23,000 for the purchase of an emergency generator which is included in this year's 1993/94 budget. Staff realized that in the absence of an disaster preparedness plan, and subsequent identification of a City Emergency Operations Center, ("EOC"), there was no basis for determining what capacity equipment would be needed. In the past, it was proposed that the City purchase a federal surplus generator. Staff researched and inspected these generators in 1991 and concluded that the surplus equipment is too deteriorated for a cost efficient dependable operation. Deterioration is not because of overuse, but due to under use. The equipment must be "exercised" monthly to maintain reliability. In October 1992, staff began to identify needs for powering all of the three City buildings at the Community Center. A proposal of $300,000 was received from a reputable electrical company. This estimate includes features that the City may not need, and later staff determined that the generator specified by the contractor was three times larger than the current power uses. This estimate was deemed to be too costly. In April 1993, staff received a proposal from a different contractor for a product that was under budget at $20,000. The design was based on a small generator currently used at the City of Lakewood's City Hall. This system when applied to Moorpark, would operate three circuits. It was planned to run the conference room, or approximately three lights and some computers at City Hall. It was identified in this bid, that 800 of the cost was for the electrical work and a storage facil ity for gasoline, and 20% of the cost was for the 6.5 KW portable venerator. This recommendation was deemed to be too small. In July, staff began to focus on the needs for an EOC after the State approved the City's Multi- Functional Hazard Plan. It was determined that the conference room is too small to house the EOC. The Community Center was also disregarded as a primary option, due to the extensive daily use by the community, the potential for this facility to house rescue operations (i.e. fire crews), and the ability to provide shelter and food services for citizens from this location. Therefore, it was determined the ideal location of an EOC would be in a new facility. Discussion On January 18, 1994, the Committee reviewed staff's draft phasing plan. This plan proposes that phases of development for emergency power be based on the current budget amount, extended over the next three to four years. It proposes an EOC to be part of the new Annex, and that a separate power supply be funded for the annexes, City Hall, and the Community Center. The Committee changed the proposal by recommending that an emergency power supply for the new annex be designed together with the purchase of the building. City Hall electrical connections are considered to be the immediate priority. The third step would be to purchase a generator for City Hall, and then to consider a portable generator (mounted on a trailer) that could be used to power additional needs at the Community Center, as well as be used for special events, recreational activities held off -site, and to power equipment for the Public Works Department. As a result of the direction received, the following analysis will only address the existing facilities. Information for the proposed new Annex and EOC will be provided to the Council in a separate report. Electrical Work A study of the proposals received indicate that 80% of the expense to establish an emergency generator system is related to the wiring, transfer switches and other aspects of the connection between the generator and the building. The Committee did not see a need to hire an engineer for the development of this design, but after further staff consideration, it is recommended that the City retain a qualified electrical engineer. The estimated cost for an engineer, developed after the completion of a study of the City's use of electricity and tour of the current conditions at City Hall, is estimated to be $1,500. It may be possible to receive additional designs for the Community Center and Annex for an estimated cost of $500 each. It is estimated that the City Hal l facility could be adapted to emergency power sources within the current budget. It is 2 recommended that the City procure a generator that allows for growth beyond the current peak electrical loads, use the receptacles designed so that any person can correctly attach the power supply, and use less expensive manual transfer switches. Reducing the generator size (in an attempt to lower the cost of the generator) by eliminating items in the building that require a high power supply, such as the air conditioning, will cause higher costs in the installation phase, due to the additional labor required to specially wire the facility. A trailer mounted generator for City Hall will work with the concept described above if securely fastened to a foundation when not in use, and if available to City Hall when a power failure occurs. It can be retro- fitted with an electrical panel which will allow it to be used in other locations and for planned special events and City jobs. The best use for a portable generator however, may be only for use at the Community Center with a permanent generator installed at City Hall as well as the new Annex. Staff would like to pursue all options including a stationary generator for City Hall and at the new Annex, and use of a trailer mounted generator for the Community Center and other City functions. By working with the engineer and experienced disaster response personnel, staff will be able to include the most favorable solution in the final the design. Generators The City currently has two small generators and a welding generator affixed to a trailer. This equipment can be used now to operate appliances and portable lights in the Community Center if needed, (in much the same way as they were used during the power outage at the 1992 Cinco De Mayo event). Peak electrical loads at City facilities, based on a study of past records from Southern California Edison, show that the City's peak needs during the last twelve months are as follows: Community Center- 75.3 KW; City Hall- 36.9 KW, and; the Annex- 16.2 KW. For a generator to run either City Hall or the Community Center, a 100 KW generator is recommended. It can't run both facilities simultaneously unless the two buildings are wired to the same power panel and a larger generator is purchased. For the new annex building, a generator between 20 and 25 KW is recommended. Staff received rough estimates for various sized used generators as follows: 60KW = $13,500, and a 40KW generator = $8,000. This particular vendor does not have a 100 KW size generator available. Each price includes a trailer and gasoline storage for approximately 8 to 16 hours of service (20 to 30 gallon fuel tanks). Additional gasoline could be stored appropriately in a 50 gallon drum on site, which would add another 20 to 25 hours of operation to the original tank capacity. Comparable sized new generators, mounted on trailers with a 100 to 120 gallon fuel tank, are priced as follows: 40 KW, 100 gallon fuel tank = $18,587; 60KW, 100 gallon fuel tank = $20,589, and; 100 KW, 120 gallon fuel tank $25,203. With this fuel capacity, the new generators will operate for approximately 200 to 250 hours. The vendor provided list prices which are negotiable, and staff will continue to locate pricing on new and used equipment to assure the City receives the best value. The generators will use 2 to 3 gallons of fuel per hour, approximately one quart of oil per day, and need to have the fuel filter replaced as needed based upon the quality of the fuel. The used generators may burn oil more quickly, but both new and used generators can receive oil while running. Therefore, with no major failures and as long as the fuel filters remain functional, both gasoline and oil can be added to keep the generators operating for several consecutive days. Conclusion Staff strongly recommends the use of a professional to design the emergency power systems for City Hall and the Community Center. Based on these designs, bids can be solicited. The outcome of the bid solicitation, will assist the City in identifying the adequacy of the current budget. Staff could return at that time for additional direction, but it is recommended that staff be authorized to proceed to acquire the generator for City Hall as discussed in this report at a cost not to exceed $23,000, without further Council approvals. Development of a similar electrical system and generator for the Community Center could be proposed in the next fiscal year using this year's design. Other uses for the generator will be more closely analyzed and may be able help justify the use of funds from other sources to assist the City to purchase a trailer mounted generator this fiscal year. In the mean time, rented equipment can be used to provide emergency power. Recommendation That the City Council authorize staff to procure the services of an electrical engineer to design a system for both the Community Center and City Hall, and authorize the City Manager to process bid solicitations and award of contract for electrical work at City Hall, and if funds are available for the Community Center, at a cost not to exceed $23,000 and consistent with this report. 4