From
Ray Riedinger
Title
Cancel purchase awarded by Council on March 4, 2014, File #14-3454 to Holt Caterpillar Power Systems for purchase and turnkey installation of six (6) generators for a total of $553,968 and award the purchase and turnkey installation of five (5) generators from Holt Caterpillar Power Systems at the Main Library, Fire Stations #2 and # 8, Service Center, and Tony Shotwell Life Center for $541,339, and the purchase of fuel for generators from Martin Eagle Oil at current price estimate for $5,891 for a total cost of $547,230
Presenter
Diana Ortiz, CFO
Recommended Action
Approve
Analysis
On March 4, 2014 Council awarded the purchase and installation of six (6) generators to Holt Caterpillar Power Systems in the amount of $553,968, for the following locations: Main Library, Fire Stations 2 and 8, Service Center, Tony Shotwell Life Center and Charley Taylor Recreation Center.The City's facility maintenance program includes replacement/installment of generators necessary for ongoing, seamless operations, specifically for Information Technology systems, power outages, and storm shelters. The annual capital project plan for new/improved municipal facilities scheduled and budgeted for generators include Main Library, Fire Station 2, Fire Station 8, and Service Center. The Tony Shotwell Life Center has not been equipped with a generator.
All generators previously approved for purchase were sized based on current electrical loading. Greater use of the facilities, thus increased electrical loads, at the Tony Shotwell Life Center, the Service Center and the Main Library require larger generators and specifications have been resubmitted. Future renovations at Charley Taylor Recreation Center are in the planning stages; therefore, the generator for this site will be cancelled and it will be rebid when project plans are closer to a final phase and the appropriate electrical load determined.
The Main Library hosts technology equipment which serves the access point for the city’s internet, email and employee intranet connection. When power failures occur, productivity and communications among city staff and to the public are hindered or halted. Fire stations #2 and # 8 are last of the stations to receive a generator and this will bring all fire stations up to date and prepared for emergency outages. The Service Center has a generator over 20 years of age and does not sufficiently accommodate with existing electrical loads at this location. Tony Shotwell Life Center serves as emergency shelter for the public however, it is not completely adequate to shelter public users without back up generated power during emergencies and/or power failures.
Chapter 791 of the Texas Government Code, also known as the Inter-local Cooperation Contracts Act, authorizes all local governments to contract with each other to perform governmental functions or services including administrative functions normally associated with the operation of government such as purchasing of necessary equipment, supplies and services. This Act promotes efficiencies among the participating government entities by streamlining the competitively bidding process, thus City of Grand Prairie benefits through such agreements. These services were competitively bid through each sponsoring agency, National Joint Power Association (NJPA) and Tarrant County.
The City will acquire the equipment and labor through a national, inter-local agreement with National Joint Power Association, contract #080613-CAT, quotes numbered JF0579, JF0495V3 (Fire 2), JF0495V3 (Fire 8), JF0580, and JF0577. The City will acquire the fuel through an inter-local agreement with Tarrant County, contract #2014-063, Grand Prairie Price Agreement #14091. The Tarrant County contract #2014-063, Grand Prairie Price Agreement #14091 began April 7, 2014 and will expire April 6, 2015. Martin Eagle Oil will deliver the start-up fuel to each generator prior to testing. Additional fuel will be ordered on an as-needed basis using the Grand Prairie Price Agreement #14091. The estimated cost for the start-up fuel for the five (5) generators is a total of $5,891, which may change depending on current fuel prices at time of order, as shown in Exhibit A.
The NJPA contract #080613-CAT began October 19, 2009 and will expire August 16, 2017. Holt Caterpillar Power Systems will ensure that all aspects of generator installation are correct, code compliant and completed in a seamless manner. Installation consists of a concrete base, enclosure, electrical components, crane or other heavy equipment use, generator programming and set-up, testing, and warranties for labor and materials. The proposals for the five (5) generators total $547,230, as shown in Exhibit A
Financial Consideration
Cancel funding in the of $553,968 for 6 generators. Funding for purchase of five (5) generators totaling $547,230 are as follows:
1. $162,361 for Fire Station #2 and #8 is available in the Municipal Facilities Fund (405090), WO #01302403, (Bld. Infrastructure Fire Stations Generators #2, #4, #8)
2. $77,035 for Main Library is available in the Municipal Facilities Capital Project Fund (405090), WO #01402703, (Generator Replacement Library)
3. $89,264 for Service Center is available in the Municipal Facilities Capital Project Fund (405090), WO #01402603, (Generator Replacement Service Center)
4. $218,570 for Tony Shotwell Center is available from savings in the Municipal Facilities Capital Project Fund (405090), WO #01402603, (Generator Replacement Service Center savings of $160,736),
WO #01402703 (Generator Replacement Library savings of $32,965), WO #01301903 (City Hall Generator savings of $14,971) and WO #01302703 (Animal Shelter Backup Generator savings of $9,898).