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HomeMy WebLinkAboutAgenda Report - May 4, 2011 C-05AGENDA ITEM COWS &% CITY OF LODI ,. COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Contract for Standby Generator Maintenanceand Repairwith Holt of California, of West Sacramento ($35,710) MEETING DATE: May 4,2011 PREPARED BY: PublicWorks Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute contract for standby generator maintenance and repair with Holt of California, of West Sacramento, in the amount of $35,710. BACKGROUND INFORMATION: The City of Lodi owns and operates 22 emergency standby generator sets that range in size from six kW to two mW. The generators are located at facilities where operation during extended power outages is necessary to maintain public health and/or safety. Examples of these facilities include fire stations, water wells, sanitary lift stations and the police station. Over the past several years, staff has been unable to keep up with the preventative maintenance requirements associated with the emergency generator sets. The lack of preventative maintenance could result in serious and more -costly repairs, unreliable operation, and greater downtime. In order to minimize downtime and maximize reliability and facility life, staff recommends contracting the standby generator maintenance and repair to an outside vendor. Specifications for this project were approved on February 16, 2011 . The City received one bid for this project on March 28, 2011. Bidder Location Bid Engineer's Estimate $27,000 Holt of California West Sacramento $35,710 The bid received from Holt of California is compliant except for a minor irregularity related to parts replacement frequencies. Since a sole bid was submitted, it is in the best interest of the City to award this contract in spite of the irregularity because rebidding will likely result in a higher cost. Staff recommends Council adopt a resolution authorizing the City Managerto execute a contract for the standby generator maintenance and repairwith Holt of California, of West Sacramento. FISCAL IMPACT: By increasing preventative maintenance efforts, the Citywill realize a reduction in costly repairs and increased reliability of emergency standby generators supporting critical facilities. FUNDING AVAILABLE: Funding will come from the Water, Wastewater and Facilities budgets (180451 170404103511). Jordan Airs Deputy City Manages/Internal Seolices Director F. Wally Sa6delin PublicWorks Director Prepared by Lance Roberts, WateNWastewater Superintendent cc: Deputy PublicWorks Director— Utilities APPROVED: Konradt Bartlam, City Manager KAWMOUNCIU2011Wward StandyByGeneratorMaintRepair.doc 411312011 CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT CITY OF LODI, CALIFORNIA THIS CONTRACT made by and between the CITY OF LODI, State of California, herein referred to as the "City," and HOLT OF CALIFORNIA, herein referred to as the "Contractor." WITNESSETH That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other, as follows: The complete Contract consists of the following documents, on file in the Public Works Department, which are incorporated herein by this reference, to -wit: Request for Bid Specifications and Attachment Documents Pricing Proposal (Contractor Provided Schedule of Values) Special Provisions Contract Contract Bonds Addenda All of the above documents, sometimes hereinafter referred to as the "Contract Documents," are intended to cooperate so that any work called for in one and not mentioned in the other is to be executed the same as if mentioned in all said documents. ARTICLE I - That for and in consideration of the payments and agreements hereinafter mentioned, to be made and performed by the City and under the condition expressed in the two bonds bearing even date with these presents and hereunto annexed, the Contractor agrees with the City, at Contractor's cost and expense, to do all the work, furnish all labor and furnish all the materials except such as are mentioned in the specifications to be furnished by the City, necessary to maintain in a good workmanlike and substantial manner to the satisfaction of the City the proposed maintenance and repair of standby generators. ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does hereby employ, the Contractor to provide all materials and services not supplied by the City and to do the work according to the terms and conditions for the price herein, and hereby contracts to pay the same as set forth in Section 5, Special Provisions, in the manner and upon the conditions above set forth; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. ARTICLE III - And the Contractor agrees to receive and accept the following prices as full compensation for furnishing all materials and for doing all the work contemplated and embraced in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT from the action of the elements, or from any unforeseen difficulties or obstructions which may arise or be encountered in the prosecution of the work until its acceptance by the City, and for all risks of every description connected with the work; also for all expenses incurred by or in consequence of the suspension or discontinuance of work and for well and faithfully completing the work, and the whole thereof, in the manner and according to the Plans and Contract Documents and the requirements of the Engineer under them, to -wit: Perform the work necessary to maintain 22 standby generators and other incidental and related work in accordance with these specifications. An additional bid item for standby generator repair is a separate bid. This item may be awarded for the full year, a partial year or not at all. The standby generators to be maintained are shown in the Appendix of the Specifications for Generator Maintenance and Repair 2011/2012. Stand-by Generator Maintenance Service Project includes a total of two (2) Level 1 inspections per year at 180 -day intervals, plus one (1) annual Level 2 inspection as described below. A: PREVENTIVE MAINTENANCE Inspect each stand-by generator and perform necessary Level 1 preventive maintenance as described in Section 6 Generator Inspection procedures. The contract item Unit Price A is for one inspection, based on two (2) inspections per year at 180 -day intervals. B: PREVENTIVE MAINTENANCE Inspect each standby gcncrator and perform Level 2 preventive maintenance and inspection as described in Section 6, Generator Inspection Procedures. The contract item Unit Price B is for one inspection per year, with a Level 2 inspection at start of contract and additional Level 2 inspections as requested, but no less than once (1) per year. C: REPAIR As needed, perform necessary repair Maintenance Contract Generator Specifications Unit Price A, Unit Price B, Items Preventative Annual Maintenance (Level 2) (Level 1) Inspection, Inspection, Price Per Price Per Inspection Inspection LOCATION YEAR MAKE MODEL FUEL KW Facilities (Emergency 1988 CAT 580E DSL 300 $440.00 $1,132.00 Generator Firehouse #2 1981 ONAN DSL 6 $330.00 $615.00 Firehouse #3 1975 WISCONSIN PROPA 7.5 $330.00 $615.00 KOHLER NE Facilities (Emergency 1997 CAT CD020 DSL 20 $330.00 $615.00 Generator) OLYMPIAN CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT Maintenance Contract Generator Specifications Unit Price A, Items Preventative Annual Maintenance (Level 2) (Level l) Inspection, Inspection, Price Per Price Per Inspection Inspection LOCATION YEAR MAKE MODEL FIJEL KW Henning Substation 2009 CAT D80-6 DSL 80 $330.00 $615.00 OLYMPIAN Facilities 2003 FORD COSM11 20 $330.00 $615.00 CUMMINS Well 4R 1996 CAT SN4 DSL 500 $440.00 $1,432.00 Well 1996 CAT SR413 DSL 230 $390.00 $1,032.00 Well? 1995 CAT SR413 DSL 300 $440.00 $1,132.00 Well 1995 CAI' S4RB DSL 250 $390.00 $1,032.00 Well 13 1969 GM DSL 100 $330.00 $615.00 Well 16 1995 CAT SR413 DSL 300 $440.00 $1,132.00 Well 21 2001 CAT SR413 DSL 230 $390.00 $1,032.00 Well 22 2005 OLYMPIAN D150P6 DSL 150 $390.00 $932.00 White Slough 2005 CAT SR414V DSL 2000 $532.00 $2,575.00 Harney Lane Lift Station 2003 FORD G80431 NG 75 $330.00 $615.00 OLYMPIAN Mokelumne Village Lift 2003 FORD G201`3 NG 20 $330.00 $615.00 Station OLYMPIAN North/East Lift Station 1983 WHITE 3ORHZ02-10 KW NG 10 $330.00 $615.00 ICOI-ILER $330.00 $615.00 Peterson Park Storm Pump 1986 FORD 20RZ-20KW 20 Station & Lift Station KOHLER Rivergate Sewer Lift Station >_003 FORD G201`3 CNG 20 $330.00 $615.00 OLYMPIAN rienda Lift Station 1998 FORD 9SA00423A 30 $330.00 $615.00 OLYMPIAN Woodlake Sanitary Lift 1986 FORD ONAN 200ES15R/24164B NG 20 $330.00 $615.00 Station SUBTOTAL (ALL SITES AT ONE $8,142.00 $19,426.00 MAINTENANCE INSPECTION EACH) SUBTOTAL A X 2INSPECTIONS $16,284.00 TOTAL $16,284.00 $19,426.00 GRAND TOTAL $35,710.00 A + R Labor and material mark-up for repairs beyond Preventive Maintenance as defined in ; -tion 6. DO N, T include in bid tabulations above. CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT Maintenance Contract Generator Specifications Unit Price A, Unit Price B, Items Preventative Annual LABOR ONLY, PRICE Maintenance (Level 2) (Level l) Inspection, PER HOUR Inspection, Price Per Price Per Inspection GENERATOR REPAIR, Inspection LOCATION YEAR I MAKE MODEL FUEL, I KW Repair Items GENERATOR REPAIR, LABOR ONLY, PRICE $124.00 PER HOUR GENERATOR REPAIR, LABOR ONLY, PRICE $186.00 PER HOUR (WEEKENDS) GENERATOR REPAIR, LABOR ONLY, PRICE $248.00 PER HOUR (HOLIDAYS) GENERATOR PARTS & MATERIALS MARK-UP 15% oda ARTICLE IV - By my signature hereunder, as Contractor, I certify that I am aware of the provisions of Section 3700 of the Labor Code, which requires every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. ARTICLE V - It is further expressly agreed by and between the parties hereto that, should there be any conflict between the terms of this instrument and the Bid of the Contractor, then this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said bid conflicting herewith. ARTICLE VI - The City is to furnish the necessary rights-of-way and easements for the work as specified under the Special Provisions. All labor or materials not mentioned specifically as being done by the City will be supplied by the Contractor to accomplish the work as outlined in the documents. ARTICLE VII — The Contractor agrees to commence work pursuant to this contract as directed by the City within 15 days of receipt of Notice to Proceed. WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES TO SUBMIT MONTHLY BILLINGS NO LATER THAN THE IOTH OF EACH MONTH. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and date written below. CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT CONTRACTOR: CITY OF LODI Title (CORPORATE SEAL) By: Konradt Bartlam, City Manager Date: Attest: Randi Johl, City Clerk Approved as to form: D, Stephen Schwabauer, City Attorney RESOLUTION NO. 2011-66 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE CONTRACT FOR STANDBY GENERATOR MAINTENANCE AND REPAIR WHEREAS, in answer to notice duly published in accordance with law and the order of this City Council, sealed bids were received and publicly opened on March 28, 2011, at 11:00 a.m., for standby generator maintenance and repair described in the specifications therefore approved by the City Council on February 16, 2011; and WHEREAS, said bids have been checked and tabulated and a report thereof filed with the City Manager as follows: Bidder Bid Holt of California $35,710.00 WHEREAS, staff recommends awarding the contractfor standby generator maintenance and repair to the sole bidder, Holt of California, of West Sacramento, California, in the amount of $35,710. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the contract for standby generator maintenance and repair with the sole bidder, Holt of California, of West Sacramento, California, in the amount of $35,710. Dated: May 4, 2011 I hereby certify that Resolution No. 2011-66 was passed and adopted by the City Council of the City of Lodi in a regular meeting held May 4, 2011, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Katzakian, Mounce, Nakanishi, and Mayor Johnson NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— None City Clerk 2011-66