CITY OF TALLAHASSEE
CITY COMMISSION AGENDA ITEM
ACTION REQUESTED ON: March 11, 2009
SUBJECT/TITLE: Approval of Term Contract for Generator Inspection, Maintenance, Testing and Repair Services (IFB No. 0044-09-RM-BC)
TARGET ISSUE:
STATEMENT OF ISSUE
Each of the City’s electric generating plants, the Electric Control Center and the Utility Operations Center are equipped with small backup and black start diesel generators that require preventative and corrective maintenance. To support these needs, a term contract is maintained for these services. Utilization of term contracts for these services enables the department to satisfy the need for repetitive procurement of the aforementioned generator related services without obtaining quotations each time the services are needed. This agenda item is seeking authorization to award the four-year term contract for these required generator inspection, maintenance, testing, repair and generator rental services.
RECOMMENDED ACTION
Option 1: Approve the award of a four-year term contract for generator inspection, maintenance, testing and repair services and rental services to the lowest responsive and responsible bidder, Ring Power Corp. Authorize staff to enter into a contract for the period of four years following the date the contract is fully executed by the City.
FISCAL IMPACT
Option 1: $ 175,000/ four years
Actual fiscal impact is dependent on the type and extent of generator inspection, maintenance, testing, repair and rental services required at the electric generating facilities and required by other departments. Funding will be provided from approved operating and capital funds at the time the need is identified.
Kevin G. Wailes, General Manager – Electric Utility
Anita Favors Thompson, City ManagerFor information, please contact: Rob McGarrah, Manager Power Production, x 5534
SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS
HISTORY/FACTS & ISSUES
1. Each of the City’s electric generating plants, the Electric Control Center and the Utility Operations Center are equipped with small backup and black start diesel generators that require preventative and corrective maintenance. To support these needs, a term contract is maintained for these services. Utilization of term contracts for these services enables the department to satisfy the need for repetitive procurement of the aforementioned generator related services without obtaining quotations each time the services are needed.
2. The bid solicitation requested pricing for the potential generator inspection, maintenance testing and repair services as well as pricing for rental of replacement portable generators, if needed. The bid specifications allowed for the potential of the rental scope to be awarded separately if it was in the City’s best interest.
3. Bids were broadcast to 174 vendors. Out of the 19 vendors that downloaded copies of the bid documents, three vendors responded.
4. One vendor, Ring Power Corp., submitted the lowest responsive and responsible bid for the inspection, testing and repair services as well as the rental services.
5. Staff is recommending Ring Power Corp. be awarded the term contract for the generator inspection, maintenance, testing and repair services as well as the rental services.
6. Procurement Services and Budget and Policy have reviewed this agenda item and concur that it meets purchasing and budget guidelines.
CHARITABLE CONTRIBUTIONS
CHARITABLE CONTRIBUTIONS MADE BY ONE OR MORE RESPONDENTS.
1. Bids/Proposals received from three vendors.
2. Contributions were claimed from one firm totaling $5772.00.
3. Award not based on Charitable Contribution Preference.
OPTIONS
Option 1: Approve the award of a four-year term contract for generator inspection, maintenance, testing and repair services and rental services to the lowest responsive and responsible bidder, Ring Power Corp. Authorize staff to enter into a contract for the period of four years following the date the contract is fully executed by the City.
Option 2: Direct staff to re-bid the term contract services.
Option 3: Direct staff to obtain quotes each time services are needed.
FISCAL IMPACT
Option 1: $ 175,000/four years
Actual fiscal impact is dependent on the type and extent of generator inspection, maintenance, testing, repair and rental services required at the electric generating facilities and required by other departments. Funding will be provided from approved operating and capital funds at the time the need is identified.
Option 2: Unknown until re-bidding is complete.
This option is not recommended since it is not expected to yield a different result.
Option 3: Unknown until quotes are obtained. This option is not recommended since it is not expected to yield a different result.
ATTACHMENTS/REFERENCES