HomeMy WebLinkAboutAgenda Report - May 19, 2010 D-04AGENDA ITEM -4
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Approve Requests for Proposals and Authorize Advertisement for Municipal
Service Center Compressed Natural Gas (CNG) Fueling Station Maintenance
Contract and Upgrade of Compressor Control Panel; and Adopt Resolution
Approving Purchase of Compressor Parts from GreenField, of Richardson, Texas,
and Appropriating Funds ($22,000)
MEETING DATE:
PREPARED BY:
May 19, 2010
PublicWorks Director
RECOMMENDED ACTION: Approve Requests for Proposals and authorize advertisement for
Municipal Service Center Compressed Natural Gas (CNG) fueling
station maintenance contract and upgrade of compressor control
panel; and adopt a resolution approving purchase of compressor
parts from GreenField, of Richardson, Texas, and appropriating funds in the amount of $22,000.
BACKGROUND INFORMATION: This project, located at the Municipal Service Center (MSC)
Compressed Natural Gas (CNG) fueling station, consists of issuing
a Request for Proposal (RFP) for a two-year maintenance contract,
including the laborto rebuild one of the two existing compressors;
issuing a RFP to upgrade one of the existing compressor control panels (either rebuild or replace); and
approving the purchase of compressor parts from the original equipment manufacturer, GreenField, as
the sole supplier.
The existing MSC CNG fueling station was constructed in two phases, the first in 2002/03 and the second
in 2006/07. The initial construction included a 125 -horsepower electric motor; reciprocating compressor,
which now has over 7,000 hours of accumulated run time; and control panel. The original control panel,
also installed in 2002, has failed and is not repairable. The existing compressor is leaking oil and the
service contractor advises that it should be rebuilt. In addition, anew or rebuilt control panel is needed,
which will eliminate compressor down-time and call -outs as it will automatically allow switching to the
second compressor as a backup, as opposed to the manual switching operation required with the
existing control panel.
Separating the work into two RFP's and adding the maintenance contract component will allow the City to
obtain proposals from firms specializing in the different types of work. Purchasing the parts for the
compressor rebuild directly from the original equipment manufacturerwill save the City time and money.
Lodi Municipal Code Section 3.20.070 authorizes dispensing with bids for purchase of supplies, services
or equipment when in the best interest of the City. Staff recommends that Council approve the sole
source purchase of the compressor rebuild parts from GreenField, the original equipment manufacturer.
The award of a two-year maintenance contract with the compressor overhaul will offer the greatest value
to the City because it allows the contractor the option to amortize the laborfor the compressor overhaul
APPROVED:
konradt Bartlam, Interim City Manager
K:\WP\PROJECTS\TRANSIT\CNGSTATION\MSC CNG Improvements 201MCRFPs_PurchaseParts.doc
5/11/2010
Approve Requests for Proposals and Authorize Advertisement for Municipal Service Center Compressed
Natural Gas (CNG) Fueling Station Maintenance Contract and Upgrade of Compressor Control Panel; and
Adopt ResolutionApproving Purchase of Compressor Parts from GreenField, of Richardson, Texas, and
Appropriating Funds ($22,000)
May 19, 2010
Page 2
over the two-year contract period. The RFP to upgrade the compressor control panel will provide the
option to rebuild it on-site or provide a new unit produced at the factory.
The estimated cost for the compressor rebuild parts is $22,000; this Council action includes appropriating
these funds. The estimated cost for the maintenance contract is $22,000 per year, which is budgeted in
the proposed Fleet Services operating budget for 2010/11. The estimated cost to rebuild or replace the
compressor control panel is $25,000, plus $20,000 for electrical/installation work, permits and
contingencies. These funds will be appropriated upon award of the contract.
The Requestsfor Proposals are on file in the Public Works Department. The planned RFP opening date
is June 15, 2010. The approximate project completion date will be at the end of September 2010.
FISCAL IMPACT: There will be a slight decrease in the long-term maintenance costs
associated with the installation of these new improvements.
FUNDING AVAILABLE: Requested Appropriation: $22,000
Federal Transit Administration Grant CA -90-Y736 (FFY 2009) (80%): $17,600
Transportation DevelopmentAct (20%)funds (125079): $4,400
Jor an yers
Deputy City Manager/Internal Services Director
F. Wally andelin
Public Works Director
Prepared by Dennis J. Callahan, Fleet and Facilities Manager
FWS/DJC/pmf
cc: City Attorney
Purchasing Officer
TransportationManager/Senior Traffic Engineer
Fleet Supervisor
Tom Mitchell Engineers and Associates
K:\WP\PROJECTS\TRANSIT\CNGSTATION\MSC CNG Improvements2010\CRFPs_PurchaseParts.doc 5/11/2010
RESOLUTION NO. 2010-60
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
PURCHASE OF COMPRESSOR PARTS FOR MUNICIPAL
SERVICE CENTER COMPRESSED NATURAL GAS (CNG)
FUELING STATION AND FURTHERAPPROPRIATING FUNDS
WHEREAS, the reciprocating compressor located at the Municipal Service Center
(MSC) compressed natural gas (CNG) fueling station has an accumulated run time of over
7,000 hours and is now leaking oil; the service contractor recommends having it rebuilt; and
WHEREAS, staff recommends separating the work into two requests for proposals and
purchasing the compressor parts directly from the manufacturer to save the City time and
money; and
WHEREAS, GreenField, of Richardson, Texas, is the original manufacturer and sole
supplier.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve
the purchase of compressor parts for the Municipal Service Center CNG fueling station from
GreenField, of Richardson, Texas, as a sole supplier, in the amount of $22,000; and
BE IT FURTHER RESOLVED that funds in the amount of $22,000 be appropriated from
Federal Transit Administration Grant CA -90-Y736 (FFY 2009) and Transportation Development
Act funds for this purchase.
Dated: May 19, 2010
I hereby certify that Resolution No. 2010-60 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 19, 2010, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Mounce, and
Mayor Katzakian
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS— None
ABSTAIN: COUNCIL MEMBERS — None
&JOHL
City Clerk
2010-60