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HomeMy WebLinkAboutJoslyn Center - Refurbish-Relocate GeneratorCITY OF PALM DESERT CITY MANAGER'S OFFICE STAFF REPORT REQUEST: AUTHORIZATION TO PROCEED WITH THE REFURBISHMENT AND RELOCATION OF A GENERATOR TO THE JOSLYN CENTER LOCATED AT 73-750 CATALINA WAY. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: June 30, 2016 CONTENT: Joslyn Center Map (50% Generator Powered) Recommendation: By Minute Motion, 1. Authorize staff to proceed with the refurbishment and relocation of a refurbished generator (under Option No. 1 as presented herein) at the Joslyn Center located at 73-750 Catalina Way; and 2. Authorize staff to advertise bids for the placement of a refurbished emergency generator at the Joslyn Center. Commission Action The Cove Communities Services Commission recommended approval of this item, with Option No. 1 selected, at their meeting on November 18, 2015 (motion was passed by a 3-2 vote). At the request of Commissioner Smotrich (Rancho Mirage), the item was brought back for reconsideration at the April 20, 2016, meeting. The reconsideration motion failed and the original direction for the generator remained. However, the Cites of Indian Wells and Rancho Mirage subsequently voted to not provide any funding for this project. Strateqic Plan Obiective This matter is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Prioritv 3: Help the communitv become more prepared for disasters and public safetv emergencies. The priority's strategy is to expand the city's current disaster preparedness efforts through increased education and public outreach. Although not related to education or outreach, an emergency generator at the Joslyn Center will be very beneficial during disaster response and recovery efforts. Background: During the HVAC upgrade at the Palm Desert Sheriff Substation in 2013, the County installed a new backup generator for emergency power. The new generator was installed because the existing generator was undersized and couldn't handle the entire electrical load of the facility. MRC Engineering (MRC), a local electrical engineering firm, designed a plan to relocate the old generator to The Joslyn Center. The Joslyn Center was selected to receive the generator because it's designated as an official Riverside County cooling center. Staff Report -Joslyn Center Generator June 30, 2016 Page 2 of 3 The generator would enable the facility to function if there is a power loss during a high heat emergency. There is only one other designated cooling centers within the Cove Communities located at the Palm Desert Community Center. The Joslyn Center has a large capacity industrial freezer stocked with food. In the event of a long term power outage, the freezer could provide food for residents in need. The Center is uniquely equipped to accommodate the needs of the elderly in the event of a disaster. Additionally, staff has identified the Center as an official shelter in the event of a major disaster. The aforementioned facts lead staff to believe that the site is appropriate for an emergency backup generator. In order to bring the system up to current SCE standards, a transformer must be relocated and an easement must be granted to SCE to accommodate their infrastructure. MRC provided a cost estimate for a contractor to remove the generator from the substation facility, upgrade the generator system to comply with air quality regulations, and install the generator at the Joslyn Center. The cost for the work is estimated at $164,000, and SCE fees would increase the project cost by over $11,000. The fees charged by SCE are for the upgrades to their electrical system, performed by SCE contractors, and it is not work that the City can bid out. In addition, staff requests an additional $5,000 be allocated to cover unforeseen costs. The following three options can be utilized at The Joslyn Center to provide emergency power during an emergency incident: Option 1: Fully Power Facilitv (100%) with a Refurbished Generator ($180,000) In analyzing if it would be more cost effective to purchase a new generator, it was determined that all the expenses that are required to utilize the existing generator will be required for a new generator. Even the retrofit for air quality standards is required on a brand new unit because of the proximity to the Joslyn Center. The estimated cost for refurbishing the existing generator to power the entire facility is $180,000. When presented with this option the Cove Commission directed staff to investigate the feasibility of powering just that portion of the Joslyn Center dedicated to shelter operations (e.g. kitchen, industrial freezer unit, main hall, etc.). Staff met with the electrical engineer at the facility to determine how to best proceed with this alternate option. The engineer provided staff with two options that would back up approximately 50% of the facility, which includes the main hall, kitchen, and offices. The intent is to not install a new electrical service, which eliminates the new utility conduits and the new switchboard. Instead, they would connect the emergency generator to a subpanel, which will then feed two 200 amp transfer switches, rather than one large 600 amp switch. The two options would be identical in the interconnection process into the existing electrical distribution system at the facility. Option 2: Partially Power Facilitv (50%) with a Refurbished Generator ($110,000) The engineer estimated that to reuse and refurbish the existing generator to partially power the Center would be approximately $110,000. Option 3: Partially Power Facilitv (50%) with a New Generator ($135,0001 A new generator that partially powers the Center would be approximately $135,000. GACAyMgr\Stephen Aryan\Agenda Reports\Staff Report -Joslyn Generator doc Staff Report -Joslyn Center Generator June 30, 2016 Page 3 of 3 Staff recommends Option No.1 to refurbish the generator to Fully Power the Facility. This location is a critical shelter location for the City and also serves as one of two designated cooling centers in the City of Palm Desert. The Cove Communities Services Commission approved Staff's recommendation to select Option No. 1. However, both Cove Cities subsequently voted not to participate in any cost sharing with Palm Desert. The City is also concurrently addressing ADA enhancements at the Joslyn Center to address a complaint received. The generator relocation would have to be enacted first, to prevent any duplication of effort, as it's located in the same area as the ADA project. Fiscal Analvsis: Should the City Council approve staff's recommendation, staff anticipates the cost to be $180,000. The Council is not requested to appropriate any funds at this time, as this project needs to go out to bid. Once bids are opened, Staff will return this item for Council consideration. The breakdown for each option is noted below. The Cities of Rancho Mirage and Indian Wells subsequently voted not to fund the generator relocation under the Cove Formula. These cities would have paid for 31 % of the project's cost. COST ESTIMATE FOR EMERGENCY GENERATOR RELOCATION Option No. 1 Refurbished Generator Fully Power Facility TOTAL $180,000 Option No. 2 Refurbished Generator* 50% of Facility Powered $110,000 Option No. 3 New Generator* 50% of Facility Powered *includes additional $10,000 for electrical re -engineering services Prepared By: C \Users\devansWppData\Locaf\Microsoft\Windows\Temporary Internet Files\Content.Outlook\HMBKTGEG\Staff Report -Joslyn Generator.doc