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TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
1. Authorize an equipment purchase from Cummins Cal Pacific, LLC, Inc. to obtain a 140-kilowatt emergency generator, transfer switch, and startup services at a cost of $61,562, and authorize staff to spend an additional $358 for 5 year parts/labor comprehensive warranty, and $2,080 for possible additional work or unforeseen conditions for a total authorization not to exceed $64,000.
Electrical power to the City Hall Campus is presently provided by two electrical services. One of the electrical services provides power to the City Hall building. The other electrical service provides power to the Community Development building, the PV on the Net portables and the Channel 33 Cable Studio building. The City Hall building is also served by a 45-kilowatt standby electrical generator to provide emergency power. The existing generator does not have sufficient capacity to serve the City Hall building without shutting off a significant portion of the electrically powered facilities in City Hall. The existing standby generator does not and, because of differing electrical service connections, cannot serve the Community Development building, the PV on the Net portables or the Channel 33 Cable Studio building.
The item before the Honorable City Council is to authorize the Director of Public Works to purchase the emergency generator and associated equipment and services. This purchase will provide an emergency propane generator, transfer switch and start-up services. In order to achieve greater design flexibility for propane fuel storage, the propane storage tank will be deleted from the purchase. This will result in a reduction of $29,250 from the bid price. The deletion of the propane tank will be handled as a contract change order. The fuel tanks will be purchased at a future date.
A follow-on project will consolidate the electrical services so that during electrical outages the 140-kilowatt standby generator will provide the power needed to serve the City Hall building, the Community Development building, the PV on the Net portables and the Channel 33 Cable Studio building.
The equipment will be purchased with a combination of State Homeland Security Grant Program, grant year 2004 and Building Replacement funds. The grant funds must be expended before October 1, 2006. The purchase of the standby generator will expend the grant funds within the period set by State Homeland Security Grant Program.
Specifications for the equipment were developed, advertised and vendors were contacted and invited to provide proposals for the equipment. Staff does not believe a second round of bidding would result in any additional or lower bids. Staff recommends that the low bid from Cummins Cal Pacific, LLC be accepted.
The following table summarizes the bids received and the results of subsequent inquiries to the low bidder regarding propane tank alternatives:
Adopting staff’s recommendation will authorize the Director of Public Works to purchase the emergency generator and transfer switch and to delete the propane fuel tank from the contract.
As reported at the April 29, 2006 Budget Workshop, the total cost of this project, including generator purchase and installation, is expected to be $276,000 and will be partially offset with a $59,000 State Homeland Security grant. The Building Replacement fund balance provides the balance of funding for this project. The FY06-07 budget includes an appropriation of $206,000, and the FY05-06 budget includes an appropriation of $70,000. In September 2006, Staff will request a continuing appropriation for the $70,000 in the FY05-06 budget. No budget adjustment is requested at this time. The estimated June 30, 2007 Building Replacement fund balance is $1,207,449.