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Home My WebLink AboutMotion Industries Incorporated- Electrical Motor Protective Relays Memorandum To: Honorable Mayor and Members of the City Council CC: Members of Administration and Public Works Committee From: Darrell King, Water Production Bureau Chief CC: Edgar Cano, Public Works Agency Director Subject: Approval of the Single Source Purchase of Electrical Motor Protective Relays with Motion Industries Incorporated Date: June 24, 2024 Recommended Action: Staff recommends that the City Council authorize the City Manager to execute an agreement with Motion Industries Incorporated (2380 United Lane, Elk Grove Village, IL 60007) for the purchase of electrical motor protective relays in the not-to-exceed-amount of $95,391.21. A single-source agreement requires a two-thirds vote of the City Council. Funding Source: Funding is provided by the Water Fund (Account 510.40.4210.65085), which has an approved FY 2024 budget of $160,000 and a YTD balance of $140,103.38. Council Action: For Action Summary: The water treatment facility houses fifteen large pumps with the ability to pump 294 million gallons of water per day. These pumps supply water to the treatment process and the transmission/distribution system. The pumps run off a combination of natural gas engines and electric 460-volt motors. A key component of each motor is a Feeder Protective Relay, which protects the motor faults and offers safety for personnel with arc-flash detection capabilities. Our highly skilled staff maintains and operates these relays to sustain reliable and safe operation. The existing Feeder Protective Relays are approximately 30 years old. They are outdated, unable to be serviced, and need to be replaced. Staff have worked with several vendors to identify the best replacement relay that would be compatible with our existing systems and offer the functionality needed to maintain this critical infrastructure. Staff procured the engineering to and drawings provide to services and Greeley of identify Hansen the Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 appropriate type of replacement relays. This will be Phase I of our replacement strategy, whereby staff will replace 12 units in the pumping station's 4160-volt main switchgear. Phase II will occur during 2025 and will include the high-lift and low-lift pump motor control centers. Greeley & Hansen recommends the Eaton Electric brand relays that can be purchased via a Sourcewell Cooperative vendor, Motion Industries. Motion Industries Inc. has an active Sourcewell member contract 091422-MI (expires November 8, 2026). Sourcewell is a cooperative purchasing organization with thousands of members across North America, including state and local governments, nonprofits, K-12 schools, and higher education. Evanston is a Sourcewell community program member. The City has previously used Sourcewell successfully to enter into competitively-sourced agreements, such as vehicle purchases. Attachments: ACFrOgAfpKkXEJ3KEfQAFM74Ynxz95j54kP-UvrwDJgxdGUtQbMTt12JFN0kseDfuXO- W9fi9NXN0YJRNMixW3qpx3ZSYLs- d5xd2DwdKCw_Xv4bGcU0yQhBCm_0k3NanOy93FhLnDXtbWz-aQ4X Page 2 of 4 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 BUYER UNDERSTANDS AND AGREES THAT GOODS PRESENTED TO BUYER PURSUANT TO THIS INVOICE ARE BEING TENDERED CONTINGENT UPON BUYER'S AGREEMENT TO ALL OF MOTION'S TERMS AND CONDITIONS RELATED TO SALES. MOTION'S TERMS AND CONDITIONS ARE AVAILABLE AT THE MOTION BRANCH OR AT WWW.MOTION.COM. BUYER'S ACCEPTANCE OF THE DELIVERY OF THE GOODS SHALL CONFIRM BUYER'S AGREEMENT TO ALL OF MOTION'S TERMS AND CONDITIONS. PAGE 1 of 2 OCN: IL33 - 0000918589 PO:05/31/24 Quote MOTION 2380 UNITED LANE ELK GROVE VILLAGE, IL 60007 PHONE : 8474597727 FAX : 8474599774 Date:05/30/24 Note: Due to recent volatility of raw materials, price and delivery are subject to change based on availability at time of order. Requests for statutory and regulatory documentation (REACH, RoHS, California Prop 65, Conflict Minerals, Certificates of Conformance, Safety Data Sheets, and other applicable compliance documents) for the product(s) in this order must be communicated by the customer to the Motion Industries, Inc. sales representative at the time the order is placed. Motion Industries, Inc. cannot accept requests for these documents after completion of the sale. To: CITY OF EVANSTON WATER 555 LINCOLN ST EVANSTON, IL 60201 PO: Sourcewell Contract # 091422-MII NEED TAX FORM Quote Number:IL33 - 0000918589 Customer RFQ: FOB:FOB ORG,FRT PP&ADD Quote Placed By:DARRELL KING Order Sent By:MOLLY Payment Terms:1% 10TH & 25TH NET 30 Delivery:STOCK UNLESS NOTED OUR TRUCK Description Manufacturer Quantity Unit Unit Price Amount LINE ITEM:001 EMR-3MP0-2A9CB1-1 11 EA $6,182.430 $68,006.73 ITEM NO:99999999 EATON ELEC Lead Time:90 WORKING DAYS Expected Date: LINE ITEM:002 PXM-1000MB15-1 12 EA $1,160.630 $13,927.56 ITEM NO:99999999 EATON ELEC Lead Time:90 WORKING DAYS Expected Date: LINE ITEM:003 PKM1K-110 12 EA $199.160 $2,389.92 ITEM NO:99999999 EATON ELEC Lead Time:90 WORKING DAYS Page 3 of 4 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 BUYER UNDERSTANDS AND AGREES THAT GOODS PRESENTED TO BUYER PURSUANT TO THIS INVOICE ARE BEING TENDERED CONTINGENT UPON BUYER'S AGREEMENT TO ALL OF MOTION'S TERMS AND CONDITIONS RELATED TO SALES. MOTION'S TERMS AND CONDITIONS ARE AVAILABLE AT THE MOTION BRANCH OR AT WWW.MOTION.COM. BUYER'S ACCEPTANCE OF THE DELIVERY OF THE GOODS SHALL CONFIRM BUYER'S AGREEMENT TO ALL OF MOTION'S TERMS AND CONDITIONS. PAGE 2 of 2 OCN: IL33 - 0000918589 PO:05/31/24 Description Manufacturer Quantity Unit Unit Price Amount Expected Date: LINE ITEM:004 PXM1K-ETHMULTI 12 EA $922.250 $11,067.00 ITEM NO:99999999 EATON ELEC Lead Time:90 WORKING DAYS Expected Date: SUB TOTAL:$95,391.21 SALES TAX:$0.00 TOTAL: USD $95,391.21 Want to view inventory and place orders on-line? Motion.com can meet your needs. Register On-line at www.Motion.com. Page 4 of 4 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Approved as to form: Alexandra B. Ruggie Corporation Counsel 07 / 29 / 2024 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 SOLE/ SINGLE SOURCE JUSTIFICATION (Requester completes Section A and B) SECTION A – SOLE/SINGLE SOURCE PURCHASE: Complete if sole/single source purchase is $2,500 or over, AND competition is not available. Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere. PO No. (if applicable): Amount: | Date: Proposed Vendor Name and No: _______________________________________ Requested by: (Name and Signature) _________________________________________ Prepared by: (Name and Signature) I certify that justification/ information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request . Dept. Name/ Ext: Check One: The requested supply/service is a sole/single source procurement due to: AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor. COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor. REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and is available from only original equipment manufacturer or designated servic e dealer. OTHER (Name and Signature of Department Director) (Date) SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER: Based on the information provided in Section A and attached supporting documents, I concur / do not concur (see below) with purchase to be a Sole Source. Do not concur for the following reason(s): (Name and Signature of Purchasing Manager or Authorized Designee) (Date) $95,391.21 7/24/24 Motion Industries Inc. Darrell A. King Darrell A. King SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above justification/information is accurate and complete to the best of my knowledge and that I have no personal interests relative to this request. _ _ _ _ _ __ __ ________________________________________ (Name and Signature of Requester) __Luke Stowe_______________________________________ ______________________________ Supplies/Services Required (be specific): Motor Protective Relay Purchase Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to support the justification: Protective relays are being purchased via the Sourcewell purchasing program. 7/24/24_____________________ (Date) Darrell A. King 07 / 29 / 2024 Doc ID: 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 Contract with Motion Industries Incorporated- Electrical... Approval_of...Industr.pdf and 2 others 43b94a3e01e9b2d8ea4a0ae848dbafd92b3bada1 MM / DD / YYYY Signed 07 / 25 / 2024 09:06:12 UTC-5 Sent for signature to Alexandra Ruggie (aruggie@cityofevanston.org) and Luke Stowe (lstowe@cityofevanston.org) from lthomas@cityofevanston.org IP: 66.158.65.76 07 / 25 / 2024 09:53:50 UTC-5 Viewed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 07 / 25 / 2024 09:53:58 UTC-5 Signed by Alexandra Ruggie (aruggie@cityofevanston.org) IP: 66.158.65.76 07 / 29 / 2024 08:27:06 UTC-5 Viewed by Luke Stowe (lstowe@cityofevanston.org) IP: 47.135.153.107 07 / 29 / 2024 08:29:24 UTC-5 Signed by Luke Stowe (lstowe@cityofevanston.org) IP: 47.135.153.107 The document has been completed.07 / 29 / 2024 08:29:24 UTC-5