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HomeMy WebLinkAboutAgenda Report - June 20, 2012 C-14AGENDA ITEM & 14 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute One -Year Extension of Contract with Holt of California, of West Sacramento, for Standby Generator Maintenance and Repair ($38,316) MEETING DATE: June 20,2012 PREPARED BY: PublicWorks Director RECOMMENDED ACTION: Adopt resolution authorizing City Managerto execute one-year extension of contract with Holt of California, of West Sacramento, for standby generator maintenance and repair, in the amount of $38,316. BACKGROUND INFORMATION: The City owns and operates 24 emergency standby generator sets that range in size from 6 kW to 2 mW. The generators are located at facilities where continued 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. The contractfor preventive maintenance and repairfor 22 emergency generator sets was executed in the amount of $35,710. A change order in the amount of $2,606 was executed which added preventative maintenance for two additional generators (Hutchins Street Square and Library) that were inadvertently left out of the original contract. Over the past several years, staff has not been able to keep up with the preventative maintenance requirementsfor its emergency generator sets. The lack of preventative maintenance could result in serious and more -costly repairs, unreliable operation, and greater downtime. In order to maximize reliability and useful life of the generator sets while minimizing downtime, staff recommends contracting the preventive maintenance and repair work to an outside vendor. City Council awarded the contract for preventive maintenance and repairto Holt of California on May 4, 2011. Project specifications contain a provision to extend the contract, and Holt of California has agreed to continue to provide the same level of service at no increase in cost to the City. This will be the first of two possible extensions. Due to the high quality of service provided by Holt of California, staff recommends extending the contract for the upcoming fiscal year. FISCAL IMPACT: Preventative maintenance reduces the frequency of costly repairs and increases reliability of emergency standby generators serving critical facilities. FUNDING AVAILABLE: Water, Wastewater, Facilities, and Hutchins Street Square funds (180451, 170404. 10351 1 .347115). JorM'Ayers Deputy City Ma Preparedby Kathryn E. Garcia, Compliance Engineer FWS/KMG/pmf cc: Deputy Public Works Director— Utilities Compliance Engineer APPROVED: ces Director F. Wallycgandelin PublicWorks Director K:\WP\COUNCIL\2012\ContractExtensionStandbyGenerators.doc Konradt Bartlam, City Manager 5/31/2012 CONTRACT EXTENSION AGREEMENT 2011/2012 STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT THIS CONTRACT EXTENSION AGREEMENT, made and entered this day of June, 2012, by and between the CITY OF LODI, a municipal corporation, hereinafter called "Owner", and HOLT OF CALIFORNIA, hereinafter called "Contractor." WITNESSETH: WHEREAS; Contractor and Owner entered into the Standby Generator Maintenance and Repair, 2011/2012 Contract on July 13, 2011. L. WHEREAS; both parties desire to extend the contract in accordance with Section 5.01 Item E, Option to Renew of the Special Provisions. 3. WHEREAS; the contract incorporates additional work set forth in Contract Change Order No. 1. WHEREAS; the contract shall not exceed the new contract price of $38,316.00 for the duration of this extension. TERM AND TERMS: The term of this Contract Extension Agreement shall be for a period of one (1) year, commencing July 1, 2012 and terminating June 30, 2013. All other terms and conditions will remain as set forth as reflected in the Standby Generator Maintenance and Repair, 2011/2012 Contract, attached hereto as Exhibit A, Contract Change Order No. 1, attached hereto as Exhibit B, and made a part hereof as though fully set forth herein. 5. INSURANCE: Contractor shall provide insurance as set forth in the attached Exhibit C, Insurance Requirementsfor Contractor. IN WITNESS WHEREOF, Owner and Contractor have executed this Contract Extension Agreement on ,2012. CITY OF LODI, a municipal corporation HOLT OF CALIFORNIA. hereinabove called "Owner" hereinabove called "Contractor" KON RADT BARTLAM City Manager By: Attest: Title: RANDI JOHL, City Clerk Approved as to Form: (Print Name) D. STEPHEN SCHWABAUER, CityAttorne CADocuments and Settings\pfarris\Local Settings\Temporary InternetContent.0utlook\N9Q6MHP0\Contract Extension (GeneratorMaint 2012-13).doc 5/24/2012 ExhibitA CITY OF LODI CONTRACT STANDBY GENERATOR MAINTENANCE AND REPAIR 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 iia 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 Com, 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 far 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 OFLODI 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 C dy,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 ISO -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) inspectionsper year at ISO -day intervals. B: PREVENTIVE MAINTENANCE Inspect each standby generator 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 Senerator)_ Firehouse#2 1981 ONAN DSL 6 $330.00 $615.00 ?inhouse #3 1975 WISCONSIN PROPA 7.5 $330.00 $615.00 KOHLER NLS Facilities (Emergency 1997 CAT CD020 DSL 20 $330.00 $615.00 3enerator) OLYMPIAN CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT I Mnintenanee Cantrnet I Gimerntnr Sneritientinne I iTnit Price A. I Unit Price R Annual Maintenance (Level 2) (Level l) inspection, Inspection, Price Per Price Per Inspection Inspection LOCATION YEAR MAKE Mtn FUEL KW Henning Substation 2009 CAT D80-6 DSL 80 $330.00 $615.00 OLYMPIAN Facilities 2003 SM1I 20 $330.00 $615.00 CUMMMS Well 411 1996 J PAT 19% CAT SN4 DSL 500 $440.00 $1,432.00 Well SR413 DSL 230 $390.00 $1,032.00 Well? 1995 CAT SR413 DSL 300 $440.00 $1,132.00 Well STAT S4R8 DSL 250 $390.00 $1,032.00 Well 13 00 Gm i DSL SR4B DSL SR413 DSL 100 $330.00 $615.00 Well 16 .1995 CAT 300 $440.00 $1,132.00 Well 21 !00_ CAT 230 $390.00 $1,032.00 Well 22 !005 OLYMPIAN D150P6 DSL 150 $390.00 $932.00 White Slough 1005 CAT SR414V DSL 2000 $532.00 $2,575.00 Harney Lane Lift Station 0-f—FORD 080431 NG 75 $330.00 $615.00 OLYMPIAN NG Mokelumne Village Lift 1,003 FORD G20F3 20 $330.00 $615.00 Station OLYMPIAN �North/East Lift Station 983 WHITE 30RHZ02.10 KW NG 10 $330.00 $615.00 KOHLER PetersonPark Storm Pump 986 FORD 2ORZ-20KW 20 $330,00 $615.00 Station & Lift Station KOHLER Rivergate Sewer Lift Station 003 FORD 020F3 CNG 20 $330.00 $615.00 OLYMPIAN Tienda Lift Station 998 FORD 9BA00423A 30 $330.00 $615.00 OLYMPIAN 986 FORD OMAN 200ES15R/24164B Woodlake Sanitary Lift N0 20 $330.00 $615,00 Stern I SUBTOTAL (ALL SIM AT OLE $8,142M$19,4260 MAINTENANCE ISE C SUBTOTAL A $16,284.00 •• : .A ,;.::•:. X 2 INSPECTIONS , . TOrar I$16,284,00 $19,426,00 GRAND TOTAL 0.00A+BZ$1'5,'71 Labor and material mark-up for repairs beyond Preventive Maintenan : as defer din Sec O NOT 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 Maintenance (Level 2) (Level l) Inspection, Inspection, Price Per Price Per Inspection Inspection LOCATION YEAR MAKE MODEL FUEL KW Repair Items GENERATOR REPAIR,7T ? •::s :..:'°•;..', . 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% 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 ofNotice to Proceed. WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES TO SUBMIT MONTHLY BILLINGS NO LATER THAN THE I OTH OF EACH MONTH. IN WITNESS WHEREOF, the parties to these presents have hereunto set Phar hands the year and date written below. CITY OF LODI STANDBY GENERATOR MAINTENANCE AND REPAIR CONTRACT CONTRACTOR: CITY OF LODI By: .�A Konradt Bartlam, City Manager Date: -7-1. 2-1.1 Attest: 1 iue i Johl, Clerk (CORPORATE SEAL) Approved as to form: Exhibit B PROPOSED CHANGE ORDER AND REQUEST FOR PROPOSAL PROJECT: Standby Generator Maintenance C.O. NO: PCO NO: CONTRACTOR: Holt of California RFINO: ARCHITECT/ENGINEER: NA FI NO: _ Submit Proposal Within 15 Days Upon Receipt of This Request Brief Description Of Work. The intention of the Standby Generator Maintenance contract was to incorporate all City generators into one contract. Two generators (Hutchins Street and Library) were unintentionally left out of the original contract. Additionally, the Facilities Department would like to have load testing done on some of the generators (see table below) that are used in emergency situations. These units are tested on a regular -basis, but not under full load conditions. Total i 4 2,16 l eest, Pro osal, Ri;cOi r—ne.ildai,ion And r J Lovai Requesting Official: Lance Roberts Date of Request: 09/12/11 Schedule Impact—0 Days Contractor Proposal Date: N/A Add Amount: $ 7,125.00 Deduct Amount: N/A Reason For Change: Additional work added to original contract'by city Account 103511.7331/347115.7323 Requested By: Lance Roberts, Water/Wastewater/Streets Superintendent CONTRACTOR AGREES TO FURNISH ALL LABOR AND MATERIALS AND PERFORM ALL WORK REQUIRED TO COMPLETE THE ABOVE DESCRIBED WORK CHANGE IN ACCORDANCE WITH THE REQUIREMENTS FOR SIMILAR WORK COVERED BY THE CONTRACT EXCEPT AS OTHERWISE STIPULATED HEREIN FOR THE STATED CONSIDERATION. TO PERFORM THE CHANGES FOR THE AMOUNT INDICATED—WHICH INCLUDES ANY EXTENDED OR JOBSITE OVERHEAD, DISRUPTION, RIPPLE EFFECT AND OTHER IMP T C94S. NO ILL BE STARTED UNTIL THIS PROPOSAL IS ACCEPTED. ORIGINAL CONTRACT $ 35,710.00 for Date PREVIOUS ADDS $ 0.00 % e1, -1 f�i ! - l�* % PREVIOUS DEDUCTS $ 0.00 Construct' Manager Date THIS CHANGE $ 7128.00 � CONTRACT TO DATE $42,838.00 Public Works Date CONTRACT TIME ADJUSTMENT 0 DAYS ORIGINAL CONTRACT COMPLETION DATE: City Manager<;w— pate --- — 10•'2-4-1 ADJUSTED CONTRACT - COMPLETION DATE: PCO Standby Generator Maint 7331.doe 09/20/2011 Exhibit C 5-4131nsurance Requirements for Contractor The Contractor shall take out and maintain during the life of this contract, insurance coverage as listed below. These insurance policies shall protect the Contractor and any subcontractor performing work covered by this contract from claims for damages for personal injury, including accidental death, as well as from claims for property damages, which may arise from Contractor's operations under this contract, whether such operations be by Contractor or by any subcontractor or by anyone directly or indirectly employed by either of them, and the amount of such insurance shall be as follows: COMPREHENSIVE GENERAL LIABILITY $2,000,000 Ea. Occurrence $4,000,000 Aggregate COMPREHENSIVE AUTOMOBILE LIABILITY $1,000,000 Bodily Injury - Ea. Person $1,000,000 Bodily Injury - Ea. Occurrence $1,000,000 Property Damage- Ea. Occurrence NOTE: Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.). A copy of the certificate of insurance with the following endorsements shall be furnished to the City: (a) Additional Named Insured Endorsement Such insurance as is afforded by this policy shall also apply to the City of Lodi, its elected and appointed Boards, Commissions, Officers, Agents, Employees, and Volunteers as additional named insureds. (This endorsement shall be on a form furnished to the City and shall be included with Contractor's policies.) (b) Primary Insurance Endorsement ff d d by the endorsement for the Additional insureds shall apply as primary insurance. �ULII insurance as Is afforded Any other insurance maintained by the City of Lodi or its officers and employees shall be excess only and not contributing with the insurance afforded by this endorsement. (c) Severability of Interest Clause The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to increase the limit of the company's liability. (d) Notice of Cancellation or Chancre in Coveracre Endorsement This policy may not be canceled nor the coverage reduced by the company without 30 days' priorwritten notice of such cancellation or reduction in coverage to the City Attorney, City of Lodi, P.O. Box 3006, Lodi, CA 95241. 5-414Compensation Insurance The Contractor shall take out and maintain during the life of this contract, Worker's Compensation Insurance for all of Contractor's employees employed at the site of the project and, if any work is sublet, Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the Contractor. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the Worker's Compensation Statute, the Contractor shall provide and shall cause each subcontractor to provide insurance for the protection of said employees. This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the City Attorney, City of Lodi, P.O. Box 3006, Lodi, CA 95241. NOTE: Certificate HolderAddress: City of Lodi 221 West Pine Street Lodi CA 95240 RESOLUTION NO. 2012-99 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING CITY MANAGER TO EXECUTE ONE-YEAR EXTENSION OF CONTRACT FOR STANDBY GENERATOR MAINTENANCE AND REPAIR WHEREAS: on May 4, 2011, City Council awarded the contract for standby generator maintenance and repair to Holt of California, of West Sacramento, California; and WHEREAS: a change order in the amount of $2,606 was executed: which added preventative maintenance for two additional generators that were inadvertently omitted from the original contract; and WHEREAS, the specifications included an option to renew the contract: and Holt of California has offered to extend the existing contract prices through 2013 with no cost increase; and WHEREAS: staff recommends executing a one-year extension of the contract with Holt of California. NOW, THEREFORE: BE IT RESOLVED that the Lodi City Council does hereby approve a one-year extension of the contract with Holt of California: of West Sacramento: California: for standby generator maintenance and repair in the amount of $38,316; and BE IT FURTHER RESOLVED that the City Council does hereby authorize the City Manager to execute the contract extension on behalf of the City of Lodi. Dated: June 20,2012 I hereby certify that Resolution No. 2012-99 was passed and adopted by the City Council of the City of Lodi in a reguiar meeting held June 20, 2012, by the following vote: AYES: COUNCIL MEMBERS— Hansen, Johnson, Katzakian, and Mayor Mounce NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS— Nakanishi ABSTAIN: COUNCIL MEMBERS— None &ND1HL City Clerk 2012-99