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HomeMy WebLinkAboutDocumentation_Regular_Tab 08_6/12/2025 Agenda Item #8. Regular Council STAFF MEMO x Meeting: Regular Council - Jun 12 2025 Staff Contact: Marjorie Craig, Utilities Director Department: Utilities i Consider Approval of Eaton Corporation Proposals to Purchase a MCC Bucket and Dry Type Transformer for the Water Treatment Plant (WTP) for $16,076 under the Village's "Village Standard" Purchasing Provision SUMMARY: Village of Tequesta Utilities Department (UD) recommends approving the proposals for a total of $16,076, submitted by Eaton Corporation for the purchase of an MCC Bucket and Dry Type Transformer for the water treatment plant (WTP) as a "Village Standard" purchase, allowable under the Village's Purchasing Policy and Procedures dated May 11, 2023, page 15. The UD purchased $24,873.48 of Eaton equipment in March, so this purchase would put the Village over the $25,000 per vendor purchasing limit per fiscal year. Therefore, we are placing this item under the consent agenda for purchases between $25,000 and $75,000. The decision to continue using (standardize on) Eaton electrical equipment throughout the Village's UD is strongly supported by the fact that the entire system was originally engineered and built using Eaton solutions. Specifically, the main original electrical cabinets were designed and built by Eaton. Everything branching from the main electrical cabinet throughout the WTP and the wellfields is also Eaton equipment or made of Eaton components. Examples are the variable frequency drives (VFD's), transformers, and other electrical panels. Eaton components are high-quality and have been a dependable product for the UD and continuing with Eaton parts ensures compatibility, performance, and long-term efficiency. Switching to another brand would be prohibitively expensive. Eaton's proposals for the MCC Bucket ($7,042) and the Dry Type Transformer ($9,034) for the WTP were necessary to provide electrical power to the newly built storage area. Due to the existing electrical panels being at full capacity, the purchase of a feeder breaker and transformer is necessary for the planned expansion of the electrical system. The feeder breaker provides a safe and dedicated power supply to new distribution panels, ensuring proper load management and system protection. The transformer is required to adjust voltage levels and increase capacity to meet the demands of additional equipment. Together, these components enable a safe, efficient, and code-compliant expansion of the electrical infrastructure. Company Purchase Item Description Cost Eaton MCC Bucket Custom-made 70 Amp $7,042 Compact feeder breaker Eaton Dry Type Transformer Adjusts Voltage $9,034 Page 256 of 426 Agenda Item #8. Funds for the services provided will come from the Water Fund, Account #401-242-549.342 Water System Maintenance. WATER FUND -Account 401-242-546.342 Budgeted amount: $175,000 Available amount: $34,360 Amount of this proposal: $16,076 Amount remaining after request: $18,284 This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561- 768-0443. BUDGET AMOUNT $175,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT: $34,360 $16,076 FUNDING SOURCES: Water Fund Account IS THIS A PIGGYBACK: 401-242-546.342 ❑ Yes 0 N/A DID YOU OBTAIN 3 QUOTES? ❑ Yes 0 N/A QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A COMMENTS/EXPLANATION ON SELECTION Request approval for Village Standard for proposals 1) Eaton Water MCC Bucket Quote Signed 2) Eaton Water Transformer Quote Signed Page 257 of 426 Agenda Eaton Corporation • Electrical Services&Systems N FIT 1800 S.Powerline Road,Suite A Powering Business Worldwide Deerfield Beach,FL 33442 Cell: (M)856-325-0464 Email:AlejandroGonzalez@eaton.com 2/7/2025 TO: Juan Rivas Phone: 561-262-1044 e-mail: jrivas(a)teguesta.org TEQUESTA WATER TREATMENT PLANT RE: Proposal Number: MIK5-250205-04-BLG Subject: Tequesta Water MCC Bucket Jobsite Location: 901 N Old Dixie Hwy, Tequesta, FL 33469 Thank you for considering Eaton's Electrical Engineering Services & Systems (E-ESS) for your electrical solutions requirements. This proposal outlines our proposed scope of work at your facility. Scope of Supply Item No. Qty Product Description 1 MCC Aftermarket MCC unit base price includes operating handle,bus stabs,door and all mounting hardware.(All units are plug-in unless noted on List of Materials.)Catalog Number:FZF1H06Z1,Freedom/F2100 Vintage,480V.,,, Catalog No FZF1H06Z1 Qty List of Materials 1 FREEDOM 2100 70A Compact Feeder Breaker Unit 6" 1 Sub E125 Breaker Scope of Work Eaton will provide the necessary field service personnel, tools, materials, and approved test equipment to perform the following work as described below. • EESS will install the bucket listed above into customer designated location in MCC (from GO # SM10955424, IT.001-FVC). Pricing To provide the services as described in the scope of work above, Eaton would charge: • Price: $7,042.00 Net Price for the above scope of work is based on performing site work on a weekday-day turn. If the work cannot be performed during regular working hours (6am-5pm) or must be performed on weekends or holidays, you must contact us to adjust the price accordingly. Clarifications and Exceptions 1. This proposal was prepared based upon Eaton's understanding of the documentation and discussions listed in Eaton Scope of Work. If a change to the system functionality, hardware and/or software is to ©2024 Eaton Corporation This submittal contains material which is Proprietary and Confidential to Eaton Corporation It may only be used to evaluate and respond to this proposal. Unauthorized use and/or disclosure is strictly prohibited. Page 258 of 426 Agendag4OMaftmber: MIK5-250205-04-BLG Page 2 of 4 be used, or scope of work is presented to Eaton, then Eaton will respond by issuing an addendum to this proposal describing the impact on the schedule and cost of the system or work additions or subtractions. 2. All service entrance rated equipment requires a utility outage before performing any work. 3. If a job is cancelled, delayed, rescheduled, or postponed 5 days or less prior to scheduled service, Eaton reserves the right to assess a charge of 35% of the purchase order value or actual costs, plus a 15% handling charge (whichever is greater). 4. Delays and stand-by time beyond the control of Eaton, extras, and authorized additional work will be charged in accordance with the Eaton's Electrical Engineering Services & Systems Price List PL02700001 E. 5. Eaton has not included any applicable sales tax in this proposal. 6. All testing will be performed per Eaton standard testing guidelines unless otherwise specified. 7. All device settings to be supplied by others and power system studies are not included. 8. This service is weather permitting if this is outdoor equipment. 9. No time/labor included for site specific training meetings/classes/videos. If required, additional charges will apply and will be billed separately from this proposal. Delivery Schedule: The scheduling of work will be mutually agreed upon between the customer and Eaton. Three weeks advance notice is required for scheduling. Equipment: Equipment shipment will be F.O.B. point of origin and is estimated (as of the date of this proposal)at 4 weeks after receipt of an order and all necessary technical information. Estimated shipment dates subject to change. Safety Clarifications 1. Eaton will not perform work activities in situations where the proper level of PPE is not practical. At no time will work be performed when the arc-flash exposure levels are above 40 cal/cm2. 2. To establish an electrically safe work condition, the customer is to provide an up-to-date site electrical one-line diagram(s)for lockout/tagout purposes showing all sources of power. 3. For electrical outages requiring utility isolation, the customer and utility shall coordinate lockout/tagout requirements with Eaton in a written plan of execution. 4. Customer shall be responsible to perform all switching. Any requirement of Eaton for perform switching will require customer signature and a minimum of two Eaton personnel. Additional charges will apply. 5. The customer supplied Arc-Flash study along with their labeled equipment to meet NFPA 70E requirements will be used to determine the Personal Protective Equipment (PPE) required to perform the work required for this proposal. When a current study and labeling is not available,the time required to determine the proper PPE will be an adder at the current rate per hour, unless included within the Eaton scope of work. Customer Responsibilities 1. Providing free access to equipment within their facility. 2. Ensuring that all equipment is available upon arrival of Eaton personnel, including removal from service to permit continuous progression of work. Delay time in making equipment available will be treated as an extra. ©2024 Eaton Corporation This submittal contains material which is Proprietary and Confidential to Eaton Corporation It may only be used to evaluate and respond to this proposal. Unauthorized use and/or disclosure is strictly prohibited. Page 259 of 426 Agendag4OMaftmber: MIK5-250205-04-BLG Page 3 of 4 3. Identifying site contact for this project. 4. Coordinating all outages and perform all switching to de-energize and isolate equipment to be serviced. 5. Ensuring that all circuits to be de-energized have been clearly identified and that all plant personnel and downstream operations are aware of the required outage date, time and duration. This includes maintaining power to vital or necessary plant equipment and processes during the performance of this scope of work. 6. Providing a copy of the past maintenance records to Eaton personnel. 7. Providing manufacturers maintenance manuals upon arrival of Field Engineer(s). 8. Supplying a complete set of electrical plans, including the plant single-line diagram, specifications, and any pertinent change orders to Eaton before commencement of work. 9. Supply a suitable and stable source of power for operation of test and motorized equipment at each test site when normal power is removed or authorize Eaton to obtain a source of auxiliary power, Eaton shall specify requirements. Any non-standard generators rentals will result in a price adder to this proposal. 10. Providing a place to receive and unload replacement equipment, test equipment or other supplies. 11. Providing special tools supplied by equipment manufacturers. Safety Training of Eaton Field Personnel: 1. All Eaton field personnel received training to meet or exceed NFPA 70E requirements, and appropriate personal protective equipment (PPE) have been issued. 2. The customer is responsible to ensure that any supporting plant personnel have also be fully trained in electrical safety and provided with the appropriate personnel protective equipment. Stand-by Time 1. Stand-by time is defined as Eaton time spent on-site waiting for personnel or access to equipment necessary to perform the required steps for the service work outlined within this proposal. 2. Under the terms of this proposal, stand-by time is not included within the Scope of Work. 3. Stand-by or delays that are outside the immediate control of Eaton will be charged separately at published services rates plus any applicable expenses. Proprietary and Confidential Information This submittal contains Eaton proprietary and confidential information, which may only be used by the addressee to evaluate and respond to this submittal. By accepting this submittal from Eaton, the addressee agrees to not use this submittal, or any information contained herein, in any manner adverse to Eaton's interests; to keep in confidence the submittal and all information contained; and to not disclose to any third party or publish this submittal, any portion thereof, or any information contained herein without Eaton's prior written consent. Terms and Conditions Any order arising out of this offer will be governed by the conditions contained in Eaton Selling Policy 25- 000 dated September 1, 2021. This offer is valid for 30 days from date of issue unless otherwise extended, modified, or withdrawn, in writing, by Eaton Corporation. Payments are due and payable net within thirty (30)days from the date of each invoice. A 3% surcharge will be added to all credit card transactions except where prohibited. To accept this proposal, please: ©2024 Eaton Corporation This submittal contains material which is Proprietary and Confidential to Eaton Corporation It may only be used to evaluate and respond to this proposal. Unauthorized use and/or disclosure is strictly prohibited. Page 260 of 426 AgendaH a"aftpber: MIK5-250205-04-BLG Page 4 of 4 1. Reference: MIK5-250205-04-BLG 2. Issue a purchase order to EATON CORPORATION 3. Email purchase order to AlejandroGonzalez@eaton.com A Digitally signed by Jeremy Allen Acceptance of proposal signature: Jerem`,y ' en Date:2025.03.26 15:53:40-04'00' Jeremy Allen, Village Manager A hardcopy of the purchase order must be received by Eaton prior to service being scheduled. Should there be any further questions or needs, please contact at any time. It is a privilege to have this opportunity to be of service. Eaton's Electrical Services & Systems looks forward to working with you on this project. Sincerely, -Alejavidro 6ovlzalez, (MIK5) Alejandro Gonzalez (MIK5) AlejandroGonzalez@eaton.com (M) 856-325-0464 Service Sales Engineer Eaton Corporation Electrical Services and Systems ©2024 Eaton Corporation This submittal contains material which is Proprietary and Confidential to Eaton Corporation It may only be used to evaluate and respond to this proposal. Unauthorized use and/or disclosure is strictly prohibited. Page 261 of 426 Agenda Eaton Corporation • Electrical Services&Systems N FIT 1800 S.Powerline Road,Suite A Powering Business Worldwide Deerfield Beach,FL 33442 Cell: (M)856-325-0464 Email:AlejandroGonzalez@eaton.com 2/6/2025 TO: Juan Rivas Phone: 561-262-1044 e-mail: jrivas(a�teguesta.org TEQUESTA WATER TREATMENT PLANT RE: Proposal Number: MIK5-250205-03-BLG Subject: Tequesta Water Transformer Jobsite Location: 901 N Old Dixie Hwy, Tequesta, FL 33469 Thank you for considering Eaton's Electrical Engineering Services & Systems (E-ESS) for your electrical solutions requirements. Scope of Supply • Quantity (1) Dry-Type Transformer o V48M28T4516CU 0 45kVA 0 3-Phase o Vented 0 480-208Y/120 o Temp Rise: 150C Pricing • Price: $9,034.00 Distributor/Net Availability: In-Stock Clarifications and Exceptions 1. No labor or installation is included in this proposal. 2. Eaton has not included any applicable sales tax in this proposal. Proprietary and Confidential Information This submittal contains Eaton proprietary and confidential information, which may only be used by the addressee to evaluate and respond to this submittal. By accepting this submittal from Eaton, the addressee agrees to not use this submittal, or any information contained herein, in any manner adverse to Eaton's interests; to keep in confidence the submittal and all information contained; and to not disclose to any third party or publish this submittal, any portion thereof, or any information contained herein without Eaton's prior written consent. Terms and Conditions Any order arising out of this offer will be governed by the conditions contained in Eaton Selling Policy 25- 000 dated September 1, 2021. This offer is valid for 30 days from date of issue unless otherwise extended, modified, or withdrawn, in writing, by Eaton Corporation. Payments are due and payable net within thirty ©2024 Eaton Corporation This submittal contains material which is Proprietary and Confidential to Eaton Corporation It may only be used to evaluate and respond to this proposal. Unauthorized use and/or disclosure is strictly prohibited. Page 262 of 426 Agendag4OMaftmber: MIK5-250205-03-BLG Page 2 of 2 (30)days from the date of each invoice. A 3% surcharge will be added to all credit card transactions except where prohibited. To accept this proposal, please: 1. Reference: MIK5-250205-03-BLG 2. Issue a purchase order to EATON CORPORATION 3. Email purchase order to AlejandroGonzalez@eaton.com Jeremy Allen Digitally signed by Jeremy Allen Acceptance of proposal signature: ' Cn Date:2025.03.261554:09-04'00' Jeremy Allen, Village Mananger A hardcopy of the purchase order must be received by Eaton prior to service being scheduled. Should there be any further questions or needs, please contact at any time. It is a privilege to have this opportunity to be of service. Eaton's Electrical Services & Systems looks forward to working with you on this project. Sincerely, Alejavldro 6ovmalez, (MIK5) Alejandro Gonzalez (MIK5) AlejandroGonzalez@eaton.com (M) 856-325-0464 Service Sales Engineer Eaton Corporation Electrical Services and Systems ©2024 Eaton Corporation This submittal contains material which is Proprietary and Confidential to Eaton Corporation It may only be used to evaluate and respond to this proposal. Unauthorized use and/or disclosure is strictly prohibited. Page 263 of 426