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HomeMy WebLinkAbout03-30-2009 Special MeetingPublic Meeting Notice SPECIAL CITY COUNCIL MEETING Committee: Mayor and City Council Date & Time: Monday, March 30 , 2009 at 5:30 p.m. Place: Conference Room 161 North Section Street Subject: Special City Council Meeting - • Emergency Bid for Electric Department Notice must be stamped, dated and initialed before posted on bulletin board. 30 March 2009 NOTICE AND CALL OF SPECIAL MEETING Notice is hereby given of a special meeting of the City Council of the City ofFairhope, Alabama, to be held at the Fairhope Municipal Complex on Monday, 30 March 2009, al 5:30 p.m., for the purp ose to : I. Emergency Bid for Electric Department CONSENT TO HOLDING OF MEETING The undersign ed members of the City Council of the City of Fairhope, Alabama, do hereby acknowledge service oftbe Notice and Call of Special Meeting hcrcinabout set forth and do hereby consent to the holding of such meeting as such time in such place for the purpose set forth therein. ~p-:l!P.J-£/4 Lt:w4m ~ Attest: Y&-_ ~~~nks, City Clerk 4965 30 March 2009 STATE OF ALABAMA COUNTY OF BALDWIN )( )( The City Council, City of Fairhope, met in Special Session at 5:30 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532 , on Monday, March 30, 2009 . 4966 Present were Council President Debbie W . Quinn, Councilmembers: Daniel Stankoski, Lonnie L. Mixon, Rick Kingrea, and City Clerk Lisa A. Hanks. Councilmember Michael A. Ford, Mayor Timothy M. Kant, and City Attorney Marion E. Wynne were absent. There being a quorum present, Council President Quinn called the meeting to order. Scott Sligh, Electric Department Supervisor, addressed the City Council and the following memorandum: On Wednesday March 18th, the power transformer at the Church Street Substation caught fire and was damaged. The substation is currently out of service due to this. An emergency declaration is asked for due to the necessity of this substation as it relates to the grid of the electric system in Fairhope . This particular substation is crucial to the service of the downtown business dish·ict , City Hall, a school , a nursing home and the Wastewater plant, among others . The electric service to these areas was taken down during the outage, creating an emergency of convenience to these customers. Since the lead times on replacement substation equipment are generally very long, prolonging the procurement of replacement materials could endanger the public health, safety and inconvenience of our customers, citizens and the integrity of the large electric grid system. Mr. Sligh stated that this memo was just reiterated the need mentioned at the March 23, 2009 regular City Council meeting. He said the system could not carry the load through this summer. Councilmember Kingrea moved to accept the memorandum and declared this as an emergency. Seconded by Councilmember Mixon, motion passed unanimously by voice vote. Dan Ames, Purchasing Manager, stated that there now was an Option B for a refurbished substation transformer and before taking Option A out of the picture , leave Option A as is in case Option B fails. 4967 30 March 2009 Mr. Sligh stated that the refurbished transformer was available immediately and it would save approximately $100,000. He said it also has a three (3) warranty and would buy us a couple of years while we prepare another 5-year plan . T h is unit, once we upgrade, would become a spare for our system. The downfall is the substation is remanufactured. Council President Quinn asked; are there other s who refurbish . M r. Sligh replied yes and we would like to proceed with a RFQ process w ith a short-term tum-a -round to see what else we can find . Mr. Ames stated he sent a memo to Mr. Sligh with the Alabama Code cited permitting this process. He continued with we will send out the RFQ, the vendor will send in the quote, we will evaluate quotes , and then make a decision . Councilmember Mixon asked; are they able to standby warranty. Mr. Ames stated we can put that requirement in the RFQ. Mr. Ames said Mr. Sligh and I are recommended to hold off on Option A and proceed with Option B. A fter further discussion, Cow1cilmember Mix on mov ed to delay decision on Option A and go out for RFQ on Option B . Seconded by Councilmember Kingrea, motion p ass ed unanimously by voice vote. Councilmember Mixon moved to adjourn the meeting. Sec onded by Councilmember Stankoski, motion passed unan imously by voice vote. There being no further business to come before the City Council , the meeting was duly adjourned at 5 :46 p.m.