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HomeMy WebLinkAboutItem 10g - Emergency Generator STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: September 16, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: John Corona, Utilities Manager SUBJECT: PURCHASE ORDER WITH VALLEY POWER SYSTEMS, INC. FOR THE PURCHASE OF ONE PORTABLE EMERGENCY GENERATOR FOR THE WHISPERING PINES BOOSTER STATION IN THE AMOUNT OF $66,576.25 CEQA: Not a Project Recommendation: Approve SUMMARY The Fiscal Year 2025-26 Equipment Replacement Budget provides for the replacement of one portable emergency generator for the Whispering Pines Booster Station for the Public Works Services Department (“PWSD”). Using Sourcewell, a national cooperative purchasing program, the City is able to streamline the process of procuring a generator and receive the best price possible. It is recommended that the City Council approve a Purchase Order with Valley Power Systems, Inc. for the purchase of one portable emergency generator for the Whispering Pines Booster Station, in the amount of $66,576.25. BACKGROUND The Fiscal Year 2025-26 Equipment Replacement Budget provides for the purchase of one portable emergency generator for the Whispering Pines Booster Station for the PWSD. The generator that will be replaced meets the age and hour criteria of the City’s Equipment Replacement Program. The generator scheduled for replacement is a 1986 Caterpillar 175-kW portable emergency generator. This generator has reached the end of its useful life and needs to be replaced. If the generator fails, obtaining replacement parts would be difficult. In addition, generators of this age Purchase Order with Valley Power Systems, Inc. September 16, 2025 Page 2 of 4 carry higher risks of mechanical or electrical failures, which would disrupt power to the booster station. The new portable emergency generator will serve as emergency power backup for the Whispering Pines Booster Station, which is a critical component of the City’s water infrastructure. DISCUSSION The purchase of an emergency generator is essential to ensure the uninterrupted operation of critical water infrastructure located within a designated High Fire Risk Zone. Due to the ongoing threat of wildfires, Southern California Edison may initiate Public Safety Power Shutoffs (“PSPS”) during periods of elevated fire danger to mitigate wildfire risks. These proactive shutoffs, while necessary for public safety, can leave key facilities without power for extended periods. The Whispering Pines Booster Station plays a vital role in maintaining water supply and system pressure for both domestic and fire protection purposes. A loss of electrical power would severely impact the City’s ability to deliver safe and reliable water service, placing public health and safety at risk. In particular, the inability to operate pumps and control systems during a PSPS event would compromise the system’s capacity to meet critical water demand, nor provide adequate fire suppression support during emergencies. A properly sized emergency generator will provide reliable backup power, ensuring continuous operation of the facility, regardless of utility service interruptions. Additionally, the new generator will deliver greater fuel efficiency and reduced emissions. This investment is necessary to enhance system resilience, safeguard public safety, and comply with regulatory expectations for emergency preparedness and continuity of service. The California Government Code authorizes public agencies to participate in cooperative purchasing agreements while remaining within the City’s adopted rules and procedures for purchasing. By utilizing a cooperative purchasing program, the City can streamline the procurement process for an emergency generator at a lower cost than traditional competitive bidding. Sourcewell awarded a contract to Power Technique North America LLC for generators and other portable equipment. Valley Power Systems, Inc. is an authorized distributor of Technique North America LLC manufactured generators. A copy of the agreement between Sourcewell and Purchase Order with Valley Power Systems, Inc. September 16, 2025 Page 3 of 4 Technique North America LLC has been reviewed by the PWSD, and it has been determined to meet the City’s procurement requirements. The City has previously contracted with Valley Power Systems, Inc. and has been satisfied with their services. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The total cost for the portable emergency generator for the Whispering Pines Booster Station is $66,576.25. The Fiscal Year 2025-26 Equipment Replacement Budget allocated $195,000 for this purchase. Although a 175-kW generator was initially proposed based on the size of the existing unit, further evaluation by City staff determined that such capacity would exceed the station's needs. As a result, the generator size was reduced to more closely match the power requirements of the Whispering Pines Booster Station. The lower cost of the portable emergency generator reflects its reduced power requirements. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with Valley Power Systems, Inc. for the purchase of one portable emergency generator for the Whispering Pines Booster Station in the amount of $66,576.25. Purchase Order with Valley Power Systems, Inc. September 16, 2025 Page 4 of 4 Attachment No. 1: Sourcewell Contract Attachment No. 2: Valley Power Systems, Inc. Quote Attachment No. 1 Valley Power Systems, Inc. 1450 N Fitzgerald Ave Rialto, CA 92376 8/1/2025 August 1, 2025 Quote No. 080125SCA John Corona Utilities Manager City of Arcadia Public Works Services Department (626) 254-2711 jcorona@arcadiaca.gov Reference: 2023 QAS 70 ID T4F RS(serial number UVC600624) Valley Power Systems, Inc. is pleased to offer the following in stock QAS 70 ID T4F Generator Quote for your use. No written details, plans, specifications or drawings were provided for our review. We are offering the manufacturers standard equipment to meet your request. (1)QAS 70 ID T4F RS Standard Configuration QAS 70 ID T4F RS Trailer EB List price $101,560.00 Part number Sourcewell discount 35% Sourcewell price $66,014.00 Options on unit List Sourcewell price Camlock panel included Battery cut off Switch included Battery Charger included Electric Brakes included EFT Valve included Non-Sourcewell costs Inbound freight $3,700.00 CARB permit(transfer by others) $1,200.00 Delivery $700.00 Factory Total excluding tax $71,614.00 Valley Discount(for serial number UVC600624) - $11,364.00 Total Excluding Tax(stock unit ) $60,250.00 Tax on stock unit 10.5% $6,326.25 Grand Total $66,576.25 Atlas Copco Contract number- 020923-PWT Attachment No. 2 Valley 8/1/2025 Price good until 08/15/25 1 in stock 7-10 days, new factory orders 12-16 weeks ** Unit comes with 1 year Valley Warranty, starts on delivery date Applicable Sales Tax is not included in the price above. Notes, Exceptions or Options; 1.It is customer’s responsibility to verify quoted materials and services meet specifications, drawing requirements and codes. No written details and drawings have been provided. Exception taken to anything not included in this proposal. 2.We reserve the right to re-quote due to clerical errors. 3.Applicable taxes have not been included. 4.Air quality permit fees and compliance are excluded. Local air quality authorities may require a health risk study or environmental quality assessment. The cost for a health risk study is excluded. 5.Any additional equipment required as a result of the Air Quality Management District (AQMD, APCD or CARB) permit application will be quoted separately. Air quality requirements are constantly changing and vary based on jobsite location. VPSI is quoting the latest Tier compliant generators to meet State and Federal regulations unless otherwise noted. It is the customer or end users responsibility to obtain all permits related to the placement and operation of the equipment quoted herein. 6.Fuel is NOT included in our offer. Permits: CARB, A.P.C.D, SCAQMD or other Air Quality District Permits fees and compliance are excluded. Due to the generator location the governing Air Quality District may require a health risk study. The cost for this study and any additional emission equipment required due to the study are excluded. It is the customer or end users responsibility to file and secure all permits and licenses pertaining to the Air Quality Management District or the local ruling agency for the installation and operation of this equipment. All permits must be secured prior to installation of the equipment. Delays of acceptance or cancellation of orders due to insufficient permitting may result in storage or other fees up to 100% of the contract price. Installation: Valley Power Systems, Inc. is a supplier of equipment and does not include any Installation, Anchoring, Initial Fuel Fill, Fuel Testing or Major System Testing unless otherwise specified in the Bill of Materials. Shipment: Unless otherwise specified, all risk of loss from the goods shall shift to the Buyer at such time as the goods are delivered to a carrier for shipment to Buyer. Escalation: Prices are firm for 30 days, subject to acceptance of our quotation within 30 days. Price could escalate up to 6% for delays due to customer circumstances after 30 days from the date of this proposal based on a possible Factory Price Increase. Payment Terms & Price: The terms are based on cash paid at time of shipment from the sellers’ plant to the purchaser unless prior arrangements have been approved. Seller reserves the right to require accelerated payment terms including cash payment in full in advance of ordering any product or material. Valley Power Systems Inc. is a supplier of equipment, not a subcontractor, and as such, does not allow or accept retentions. The price on this quote is based on acceptance of Valley’s Terms and Conditions of Sale which are incorporated herein by reference. Any conflicting or additional terms may result in an increased price. Cancellation: Circumstances may require cancellation of some or all of equipment ordered. In that event, cancellation charges will be levied based on our actual costs. City of Arcadia Membership number-119122 Valley 8/1/2025 Conformity: The information upon which this quote is based was per your verbal request, and may or may not conform to complete plans. Valley Power Systems Inc. scope of supply is strictly limited to the equipment as described in this quotation. We follow all state and federal laws. Company policy requires that we file pre-lien notices. We also will file stop notices or the prerequisite notice on payment bonds if payment for items purchased are not paid according to their terms or before the expiration of time allowed by California Civil Code. This proposal is subject to the terms and conditions stated herein and on the attached page. Steve Connors Rental Manager Power Generation Group Valley Power Systems, Inc. C: (951)520-7290 E: steve.connors@valleypsi.com Valley 8/1/2025 VALLEY POWER SYSTEMS, INC. AND SUBSIDIARIES TERMS AND CONDITIONS OF SALE PROJECT: City of Arcadia Acceptance of this Proposal by City of Arcadia (hereinafter referred to as “Buyer”) shall be acceptance of all terms and conditions recited herein which shall supersede any conflicting term in any other contract document. Any of the Buyer’s terms and conditions in addition or different from this Proposal ar e objected to and shall have no effect. Buyer’s agreement herewith shall be evidenced by Buyer’s signature hereon or by permitting Valley Power Systems, Inc. and/or any of its parents, affiliates, or subsidiaries (hereinafter referred to as “Valley”) to co mmence work for the above referenced Project. 1.Payment terms are cash paid prior to shipment to Buyer unless prior arrangements have been made with Valley’s credit department. Valley reserves the right to require accelerated payment terms including cash payment in full in advance of ordering any product or material. No provision of this agreement shall serve to void Valley’s entitlement to payment for properly performed work or suitably stored materials or to require Valley to continue performance if payments are not made. Valley shall have the right to file a lien or claim on its behalf in the event that any payment to Valley is not timely made. Valley is a supplier of equipment not a subcontractor, and as such, does not allow or accept retentions. 2.All sums not paid when due shall bear an interest rate of 1-1/2 percent per month or the maximum legal rate permitted by law whichever is less; and all costs of collection, including a reasonable attorney’s fee, shall be paid by Buyer. 3.No back-charges or claim of the Buyer for services shall be valid except by an agreement in writing by Valley before the work is executed, except in the case of Valley’s failure to meet any requirement of the Proposal work. In such event, the Buyer shall notify Valley of such default, in writing, and allow Valley reasonable time to correct any deficiency before incurring any cost chargeable to Valley. 4.Buyer is to prepare all work areas so as to be acceptable for Valley’s work under the Contract. Valley will not be called upon to start work until sufficient areas are ready to insure continued work. If Valley is performing work outside any Valley facility, the Buyer shall furnish all temporary site facilities including suitable storage space, hoisting, temporary electrical and water at no cost to Valley. 5.Valley shall be given a reasonable time in which to make delivery of materials and/or labor to commence and complete the performance of the Contract. Valley shall not be responsible for delays or defaults where occasioned by any causes of any kind that extend beyond its control including but not limited to: delays caused by the owner, general contractor, architect and/or engineers, delays in transportation, shortage of raw materials, civil disorders, labor difficulties, vendor allocations, fires, floods, accidents and acts of God. Valley shall be entitled to equitable adjustment in the Contract amount for additional costs due to unanticipated project delays or accelerations caused by others whose acts are not Valley’s responsibility and to time extensions for unavoidable delays. Buyer shall make no demand for liquidated damages of any kind. 6.Valley’s workmanship is guaranteed for a period of six months from the date of delivery to Buyer, unless otherwise expressly required by the California Air Resources Board. New or remanufactured parts, materials, or Valley 8/1/2025 equipment are warranted only to the extent of the warranty furnished by the manufacturer of such parts, materials or equipment. THIS WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTIES OR MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. The exclusive remedy shall be that Valley shall replace or repair any part of its work that is found to be defective. Valley shall not be responsible for damage or defect caused by abuse, modifications not executed by Valley, improper or insufficient maintenance, improper operation or normal wear, tear and usage. Valley’s sole obligation under this warranty is to correct any defects as provided herein. The liability of Valley arising out of such defects shall not in any case exceed the cost of correcting such defects in accordance with this warranty, or the Contract amount, whichever is less, and shall not include any transportation charges, owner’s labor or materials (except as authorized in writing in advance), loss of profits or revenue, or any direct or indirect consequential damages of any kind. Warranty on parts and material is limited to the terms and conditions of the respective manufacturer’s written warranty statement. 7.Work called for herein is to be performed during Valley’s regular working hours. All work performed outside of such hours shall be charged for at rates or amounts agreed upon by the parties at the time overtime is authoriz ed. 8.Buyer shall, if the Owner does not, purchase and maintain all insurance upon full value of the entire Contract and/or materials delivered to the jobsite, which shall include the interest of “Valley Power Systems Inc. and its Affiliates and Subsidiaries.” At any time, Valley may request from Buyer a Certificate of Insurance verifying said insurance. 9.Valley shall indemnify and hold harmless Buyer, Owner, Architect or others from damages only to the extent such damages were caused by the sole negligence or willful omission of Valley or anyone for whose acts Valley is liable. 10.Buyer assumes all responsibility for ensuring goods or services purchased from Valley are suitable for and can be permitted for their intended use, unless otherwise expressly required by the California Air Resources Board or other regulatory agency. Buyer is responsible for securing all emissions or other permits required for operation. 11.By signing this agreement, the Buyer represents to Valley that the Buyer has complied with all applicable legal requirements regarding the competitive bidding of public works contracts, including but not limited to those contained in the California Public Contract Code. 12.Where there is a conflict between provisions of the contract documents between the Owner and Buyer and this Proposal, then this Proposal shall govern. __________________________________ ______________________ Customer or End User / Title Date Signed __________________________________ Printed Name