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HomeMy WebLinkAboutItem 2e: Purchase order contract for the purchase of Emergency Generator for Community Center.DATE: February 19, 2013 TO: Honorable Mayor and City Council Public Works Services Department FROM: Tom Tait, Public Works Services Director By: Dave McVey, General Services Superintendent SUBJECT: AWARD A PURCHASE ORDER CONTRACT TO COLLICUTT ENERGY SERVICES INC. FOR THE PURCHASE OF ONE PORTABLE EMERGENCY GENERATOR FOR THE COMMUNITY /RECREATION CENTER AND THE GILB MUSEUM OF ARCADIA HERITAGE FACILITIES IN THE AMOUNT OF $106,169.27 Recommendation: Approve SUMMARY The Public Works Services Department recently solicited bids to award a purchase order contract for the purchase of one new portable trailer- mounted emergency generator for the Community /Recreation Center and the Gilb Museum of Arcadia Heritage facilities. The portable emergency generator is designed to provide emergency power to all of the buildings on the campus in the event of an unplanned or planned electrical outage. The generator can also be used at other critical City facilities in the event of a power outage. Funds in the amount of $175,000 have been budgeted in Fiscal Year 2012 -13 Equipment Acquisition Program for this purchase. It is recommended that the City Council award a purchase order contract to Collicutt Energy Services Inc. for the purchase of one portable emergency generator for the Community /Recreation Center and the Gilb Museum of Arcadia Heritage facilities in the amount of $106,169.27. DISCUSSION Several critical City facilities and water sites have emergency backup generators in the event of an unplanned or planned electrical outage. For example, City Hall and the Police Department facilities have an emergency generator that has the capability of automatically switching over in the event of a power outage. When the City experienced a widespread power outage that lasted for several days in December 2011, the emergency generator provided electricity to City Hall and the Police Department that allowed the City to operate under these trying conditions. Planned and unplanned power outages occur from time to time and having the capability to provide backup Portable Generator for Community Center February 19, 2013 Page 2 of 3 power to key City facilities is essential to providing the community with basic emergency services that are expected and needed. The Recreation /Community Center and the Gilb Museum of Arcadia Heritage buildings currently do not have an emergency generator. These facilities are among the busiest facilities in the City and the community depends on these facilities to be open for both information and community access. The Community /Recreation Center is designated as the City's official staging area for emergency assistance. This means that during an emergency or crisis, the Community Center will be used as a temporary site where resources will be "staged" or housed to support emergency responders while they await for tactical assignment. In an event of extreme weather or environmental condition that has a potential to cause high- incidence of illnesses, the Community Center can also be used as an official heating and cooling center where residents can escape from such extreme weather conditions. Backup power at this facility is essential to providing the community with the capability to recharge phones, computers, and as a temporary haven to escape the emergency situation. The new trailer- mounted portable emergency generator will provide electrical power to the Community /Recreation Center and the Gilb Museum of Arcadia Heritage in the event of planned or unplanned power outage. The existing electrical switchgear already contains an automatic transfer switch that will be wired into the new portable generator. The new generator is sized to match the proper amperage of the existing electrical switchgear and transfer switch. The purpose of the transfer switch is to allow the generator to provide backup power as soon as it senses an interruption in electricity. Since the generator is portable, it can also be used to provide temporary power to other key City facilities that do not have back up power, such as the Library. There is an existing manual transfer switch in the electrical panel for the Library that will allow City maintenance staff to hook up a portable generator. A Notice Inviting Bids was published in the City's adjudicated paper and bid packages were distributed to specific emergency generator vendors. The City Clerk publicly opened the sealed bids on Tuesday, February 5, 2013, with the following result: Bidder Location Amount Collicutt Energy Services, Inc. Santa Fe Springs, CA $106,169.27 Cummins Cal Pacific Irvine, CA $121,634.54 There was a limited number of responses for this bid since only three local manufacturers could provide this type of equipment with an AQMD- approved engine as required in the bid specifications. The bid documents were reviewed for content and the background and competency of the lowest responsible bidder was verified. It was concluded that Collicutt Energy Services, Inc. could provide the portable generator as Portable Generator for Community Center February 19, 2013 Page 3 of 3 specified in the bid documents. The installation of the emergency generator will be done by an electrical contractor already under contract with the City to provide these types of services. It is recommended that the City Council award a purchase order contract to Collicutt Energy Services Inc., for the purchase of a new portable emergency generator for the Community /Recreation Center and the Gilb Museum of Arcadia Heritage facilities in the amount of $106,169.27. FISCAL IMPACT The cost of the generator is $106,169.27. The cost for installation will be approximately $29,000, bringing the total cost to approximately $135,169.27. Funds in the amount of $175,000 have been budgeted in FY 2012 -13 Equipment Acquisition Program from the Parks Impact Fee Fund for the purchase and installation of a portable emergency generator at the Community /Recreation Center campus. RECOMMENDATION It is recommended that the City Council approve the following: 1. Award a purchase order contract to Collicutt Energy Services, Inc. for the purchase of one new portable emergency generator for the Community /Recreation Center and the Gilb Museum of Arcadia Heritage facilities in the amount of $106,169.27. 2. Waive any informality in the bid or bidding process ., Dinc Lanza City Manager