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rF0Re� City Council Staff Report
Date: July 16, 2014 CONSENT CALENDAR
Subject: APPROVE THE ISSUANCE OF A PURCHASE ORDER IN THE AMOUNT OF
$59,848.63 FOR CITY PROJECT NO. 13-29, A NEW EMERGENCY
GENERATOR LOCATED AT FIRE STATION NO. 442.
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Fire Station 442 located at 300 El Cielo Rd. does not have access to an alternative
power source in the event of an unexpected electrical interruption or catastrophic
emergency. Measure J and Airport funds have been allocated for the design, purchase
and installation of an emergency generator that can fully operate the Station during a
loss of power. An RFQ for the purchase of the generator equipment was issued and
approval of this item will provide for the purchase of a 200 KW, Kohler generator from
the lowest, responsive, responsible bidder; Bay City Electric Works of Poway, CA.
RECOMMENDATION:
1) Find the bid from Johnson Power Systems as non-responsive
2) Approve a purchase order to Bay City Electric Works, in the amount of $59,848.63, for the
purchase of a new Kohler emergency generator for Fire Station No. 442; and
3) Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
Palm Springs Fire Station 442 Located at 300 El Cielo Rd, Provides emergency support to
the local community and Palm Springs International Airport. This facility also serves as the
main administration building for the Fire Department as well as the alternate site of the Palm
Springs Emergency Operations Center.
This essential facility, does not have an alternative source of power should it experience an
unexpected electrical service interruption or catastrophic emergency. In order to address
REM NO. 2 ' 04`
City Council Staff Report
July 16, 2014 - Page 2
Approve a Purchase Order to Bay City Electric Works (City Project No. 13-29, Fire Station/Airport Generator)
this issue the Measure J Commission allocated $62,500.00 in fiscal year 2013/2014 funds.
This amount was matched by the Palm Springs International Airport for a total of
$125,000.00.
The project will take place in three phases; design, equipment purchase/permitting, and
construction/installation.
In December 2013 the Director of Public Works and Engineering approved a design contract
with MRC, Inc. The scope of this agreement included an assessment of the Fire Station's
current electrical systems and the preparation of electrical/construction drawings necessary
to provide the infrastructure and electrical equipment necessary for an emergency diesel
generator system capable of providing emergency power for a minimum of 90 hours. Design
work was completed in May 2014.
Based on the engineer's recommendations, a Request for Quotations (RFQ), was issued for
the purchase of a 200 kilowatt diesel generator and appurtenant equipment. A total of five
bids were received:
Johnson Power Systems $58,452.34
Bay City Electric Works $59,848.63
Brudvik, Inc. $66,173.60 (received local consideration)
YC Power Systems $65,208.16
Collicutt Energy $66,173.60
Johnson Power Systems was the apparent low bidder. However, they failed to provide
documentation with their bid that was required as part of the RFQ including an AQMD
compliance attachment, and a "Request for Equal" attachment. In addition, the proposed
lead time of 21-23 weeks (vs 10 weeks for the second bidder), was found to be
unacceptable.
The Second low bidder, Bay City Electric Works, was found to be fully responsive to the
RFQ requirements and indicated delivery time of 10 weeks; which will allow a smooth
transition into the construction and installation phase of the project.
It is recommended that Council approve a purchase order to Bay City Electric Works, in the
amount of$59,848.63, for the purchase of a new Kohler Model KSS-JCTC-0800S diesel
generator and appurtenant equipment.
FISCAL IMPACT:
Funding for this purchase is available in accounts 416-6501-59430 (Measure J) 50% and 260-
4500-59430 (Airport) 50%.
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City Council Staff Report
July 16, 2014 - Page 3
Approve a Purchase Order to Bay City Electric Works(City Project No. 13-29, Fire Station/Airport Generator)
SUBMITTED:
Submitted by:
David J. Barakian John R. Allen
Director of Public Works/City Engineer Fire Chief
Approved by:
David H. Re
City Manager
Attachments:
1 . Bay City Cost Quotation
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From Bay City Electric Works 1.909.890.9258 Mon Jun 23 09:31:59 2014 MST AZ Page 3 of 17
tzECEW D
t y OF PALM 'SPRl;it,S
CITY OF PALM SPRINGS, CALIFORNIAj,y .r 23 PH 5: 9
FAX COVER SHEET
CITY OF PALM SPRINGS REQUEST FOR QUOTATIQ%Mq£ 41' L�VISrC
for
Generac SD200 (or Equal) Generator
DATE: 06/17/2014
COMPANY: Bay City Electric Works
ATTN: Steve Mellinger
FAX NO: 909-890-9258
FROM: Cheryl Martin
PROCUREMENT SPECIALIST I
Procurement and Contracting Division
Telephone: (760) 322-8373 FAX: (760)323-8238
REASON: Request for Quotations for the following item(s): Generac SD200 (or Equal)
Generator with a return QUOTATION DUE UNTIL 3:OOP.M. PDT on
WEDNESDAY, June 25, 2014.
TERMS AND CONDITIONS: Return Quotations (fax Bids acceptable) shall state all of the
following information in order for the Bid to be deemed responsive and considered in the Award:
the Manufacturer's name and model number; payment terms; delivery in calendar days after
receipt of the Purchase Order; F.O.B. stated as Destination or Origin - if Origin, state freight
costs as a separate line item; state any applicable warranties; and calculate applicable Sales or
Use Taxes of 9.0% as a separate line item. If bidding "or equal", any item or feature that differs
from the specification provided herein, bidder shall provide the Manufacturer's descriptive
literature or Specifications shall be submitted with the Quote. Award, if any, shall be made on
an all or nothing basis to the lowest responsive and responsible Bidder.
It is understood that the material/equipment offered by the Bidder will meet all requirements of
the specifications in this request for quote unless deviations thereto are clearly indicated in an
attachment titled "Deviations from Specifications" submitted and signed by Bidder's authorized
representative. In order for the Bid to be considered, an explanation must be made for each
item in which a deviation is indicated, giving in detail the extent of, and reason for,the deviation.
The City shall be the sole judge as whether or not a deviation is acceptable. Furthermore, the
City shall be the sole judge as to whether an item is an approved "equal" where "or equal" or
"equivalent" is indicated.
Local Preference. Pursuant to the City of Palm Springs Local Preference Ordinance 1756, the
term "Local Business" is defined as a vendor, contractor, or consultant who has a valid physical
business address located within the Coachella Valley, at least six months prior to bid or bid
opening date, from which the vendor, contractor, or consultant operates or performs business
on a day-to-day basis, and holds a valid business license by a jurisdiction located in the
Coachella Valley. "Coachella Valley" is defined as the area between the Salton Sea on the
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From Bay City Electric Works 1.909.890.9258 Mon Jun 23 09:31:59 2014 MST AZ Page 4 of 17
FAX BACK TO: Cheryl Martin FAX No:(760) 323-8238
Quotations Due until: 3:00 PM PDT on WEDNESDAY, JUNE 25,2014
south, the San Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino
Mountains on the east and north. For the purposes of this definition, "Coachella Valley'
includes the cities of Beaumont and Banning and the unincorporated areas between Banning
and the City of Palm Springs. Post office boxes are not verifiable and shall not be used for the
purpose of establishing such physical address.
In the bidding of, or letting for procurement of, supplies, materials, and equipment, as provided
in Ordinance No. 1756, the City may give a preference to Local Businesses in making such
purchase or awarding such contract in an amount not to exceed five (5%) percent of the Local
Business' total bid price, or $15,000, whichever amount is lower. Total bid price shall include
only the base bid price but also adjustments to that base bid price resulting from alternates
requested in the Solicitation.
In order for a Local Business to be eligible to claim the preference, the business MUST request
the preference in the Solicitation response (see cost proposal Pages) and provide a copy
of its current business license from a lurisdiction in the Coachella Valley.
QUANTITY AND DESCRIPTION: See Attached Page
X FOR YOUR INFORMATION AND RESPONSE
X THIS WILL BE THE ONLY COPY YOU WILL RECEIVE
STREET ADDRESS:
3200 E. TAHQUITZ CANYON WAY
PALM SPRINGS, CA 92262
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From Bay City Electric Works 1.909.890.9258 Mon Jun 23 09:31:59 2014 MST AZ Page 5 of 17
FAX BACK TO: Cheryl Martin FAX No:(760)323-8238
Quotations Due until:3:00 PM PDT on W EDNESDAY, JUNE 25,2014
CITY OF PALM SPRINGS
REQUEST FOR QUOTATIONS NO. 2014-07
for
200 KW GENERATOR
Purchase of a New 200 KW Emergency Generator for Fire Station No. 2.
Bidder shall indicate "Yes" or "No" in the space provided for each specification. By writing
"Yes", Bidder is indicating that they fully accept and are in full compliance with the specification.
By writing "No", Bidder is indicating a deviation from the specification. As per the bid
instructions, any deviations must be clearly indicated with an explanation in an attachment
headed "Deviations from Specifications". Failure to indicate either "Yes" or "No", or failure to
provide a "Deviations from Specifications" attachment for any item marked "No", may render a
bid as non-responsive.
Generator
Yes or N/A
NIA Generator. GENERAC SD200, 200 KW, 250 KVA, 800 AMP
or
YES Alternative Generator: Proposed Alternative Manufacture or Model of Equal or Better
Quality and Performance. If"Yes" is marked on this item an attachment titled "Request
for Approval of Equal Product" must be provided that demonstrates the suitability of the
proposed alternative product and manufacturer. Failure to provide this attachment may
render a bid as non-responsive. (Reference paragraph 2, page 1,Terms& Conditions)
General Specifications
Yes or NO
YES Generator: Generac SD200 (or Equal), 200 KW, 250 KVA
YES Voltage: 120/208 ACV 3-Phase 4 Wire (G), 60 Hz Diesel. To include 2 (two) year/3000
Hour Basic Standby Limited Warranty and 150 Degree Temperature Rise 362CSL 1606,
UL2200.
YES Control Panel: To provide a versatile system for genset control, protection, monitoring
and event logging. To include password protected programming capabilities and a
standard USB communications port for re-programming and simple loading of software
upgrades. To be equipped with Digital metering, engine monitoring, genset control,
engine protection, generator protection, PC software and automatic transfer switch
control. Three phase sensing override, UL recognized, CSA certified, CE approved,
HALT (Highly Accelerated Life Test) tested, IP 54 Front Panel rating with integrated
gasket, NFPA110 Level Compatible.
YES Enclosure: Enclosure to be made out of 14 gauge hot-rolled commercial grade steel.
To have a one piece pitched roof design to prevent water accumulation with 1.5 inch,
2.15 Ibs polyether polyurethane sound attenuating foam that meets UL94HBF. Built to
withstand 125 mph winds or higher with lockable doors.
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From Bay City Electric Works 1.909.890.9258 Mon Jun 23 09:31:59 2014 MST AZ Page 6 of 17
FAX BACK TO: Cheryl Martin FAX No:(760)323-8238
Quotations Due until:3:00 PM PDT on WEDNESDAY,JUNE 25,2014
YES Cooling System: Unit Mounted Radiator
YES Circuit Breaker: 800 AMP, 120/208,Three Pole. Mounted and wired in a NEMA 3R
Enclosure.
YES Battery: Lead Acid Battery 950 CCA @ 0 F with Unit Mounted Steel Rack (per battery).
YES Block Heater: Standard for equipment specified.
YES Vibration Isolation: Vibration Pads
YES Battery Charger: FCS 12-10-2411 UA(12 Volt, 10 Amps)
YES Muffler: For CQE Enclosures Only—to include Critical Grade Muffler mounted in
exhaust chamber
YES Sub Base Tank: 1400 Gallon or as necessary for 90 hour run time at 100% load. To
include electronic fuel gauge (mounted in control Panel) and emergency pressure relief
valve cap set(1/2 PSI), 3"
YES Automatic Transfer Switch: Generac GTS series (or Approved Equal), 3 Pole, 800 AMP,
120/208 Voltage and NEMA 3R enclosure to include Two (2) year basic ATS Standby
Limited Warranty.
YES Miscellaneous: Generator enclosure shall be supplied with load center panel and pre-
wired to supplied maintenance receptacle, Iighttswitch, battery charger and block heater.
YES Start and Test: Generator must include one (1) hour building load test at start up and
one (1) hour staff training. A total of five (5) sets of full instructions manuals are to be
provided.
YES SCAQMD: SCAQMD Compliant: It is the bidder's responsibility to demonstrate that the
proposed equipment is compliant with Best Available Control Technology (BACT),
requirements and/or is Pre-Certified for permitting by SCAQMD in accordance with
published lists of Pre-Certified manufacturers/Models. The SCAQMD has certified
models/families for equipment as meeting all applicable air quality requirements and
have issued permits to the dealers/distributors of these engines. More information can
be found at WWW.AQMD.GOV.AII bidders must provide an attachment demonstrating
compliance of the proposed equipment with SCAQMD requirements. Failure to submit
this attachment may render a bidder as non-responsive.
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From Bay City Electric Works 1.909.890.9258 Mon Jun 23 09:31:59 2014 MST AZ Page 7 of 17
Quotations Due until: 3:00 PM PDT on WEDNESDAY,JUNE 25,2014
COST PROPOSAL Signed Copy N N
1) Brand: Generac SD200 (or equal) Kohler $ 54,90700
Make: KOHLER
Model:20OREOZJF
Delivery charges, if not included above, for delivery to: $ Included above
Palm Springs Receiving,425 North Civic Drive
Palm Springs, CA 92262
9.0% California Sales/use tax $ 4,941.63
GRAND TOTAL $ 59,848.63
Delivery is desired as soon as possible and may be a factor in award of quotation.
Please indicate delivery date: 70 #of days ARO (After receipt of Order)
It is understood and agreed that this quote may not be withdrawn for a period of ninety (90)
days from the date of the opening thereof, and at no time in the case of the Successful Bidder.
CHECK IF THE FOLLOWING STATEMENT APPLIES:
My firm/company is a Local Business (Licensed within the jurisdiction of the Coachella
Valley).Copy of current business license ly reguiredto be gWched to this document.
r"
Bay City Electric Works
NAME OF BIDDER(PERSON, FIRM, CORP) SI NATU OFAUTNORIZED
REPRESENTATIVE
766 S Gifford Ave# 1 Stephen Mellinger, Sales Executive
ADDRESS(Number, Street, Suite#, or P.O.Box) NAME AND TITLE(Print or Type)
San Bernardino, CA 92408 6-18-14
ADDRESS(City, State,ZIP) DATE
619-a43-0090 ��
TELEPHONE NUMBER GN OF AUTHORIZED
Stephen Mellinger 6 18 R4 SENTATPJE
NAME AND TITLE(Print or Type) DATE
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From Bay City Electric Works 1.909.890.9258 Mon Jun 23 09:31:59 2014 MST AZ Page 9 of 17
FAX BACK TO: Cheryl Martin FAX No:(760)323-8238
Quotations Due until:3:00 PM PDT on MONDAY June 23,2014
909-890-9258 smellinger@bcew.com
FAX NUMBER EMAIL ADDRESS
PLEASE NOTE THAT PALM SPRINGS CITY HALL IS CLOSED EVERY FRIDAY
AND THEREFORE IS NOT ABLE TO ACCEPT, TIME OR DATE STAMP ANY
SUBMITTALSIBIDS ON FRIDAYS (OR WEEKENDS). PLEASE TAKE THIS INTO
CONSIDERATION WHEN DELIVERING A SUBMITTAL BID BY THE DUE DATE AND
TIME AS DEFINED IN THIS DOCUMENT.
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