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DATE: May 19, 2010 CONSENT AGENDA
SUBJECT: Authorize Purchase of City Hall EOC Emergency Back-up Generator
FROM: David Ready, City Manager
BY: Palm Springs Fire Department
SUMMARY
The current 80 KW 225 Amp back-up generator for the Emergency Operations Center
(EOC) at City Hall is 47 years old and is unreliable and undersized for the electrical
demands of today. The City has been pre-approved for a 50% matching Emergency
Management Performance Grant (EMPG), and staff is recommending that Council
approve the purchase of a new 500 KW 1000 AMP back-up generator that will allow all
of City Hall to have power during an emergency.
RECOMMENDATION:
1) Approve the purchase, of a new 500 KW 1000 AMP Diesel, Volvo Penta
Genset TAD1641 GE, Emergency Generator from Power & Electric Co. of
Rancho Dominguez, CA in an amount not-to-exceed $72,496.06, utilizing
a 50% EMGP matching reimbursement grant.
STAFF ANALYSIS:
The City of Palm Springs EOC needs a new emergency generator. The original
generator does not have the capacity to provide emergency electrical power to the EOC
and there is no emergency power for the rest of City Hall. The EOC was constructed in
1963 with a Civil Defense grant that also helped build the County EOC in Riverside and
alternate EOC in Indio.
If the electrical service to City Hall is interrupted for any reason, operations within the
building would be significantly compromised due to the lack of adequate emergency
back-up power. The City has removed and replaced the original underground fuel tank
and the existing above ground fuel tank is code compliant and does not need to be
ITEM NO,
City Council Staff Report
May 19, 2010 -- Page 2
City Hall EOC Emergency Generator
replaced. Numerous critical Department Operating Centers (DOC's) are located within
City Hall and are required to be operational during a major incident to support response
and recovery efforts.
A 500 KW 1,000 AMP diesel generator is needed to provide sufficient emergency power
to the City EOC and the remainder of City Hall including the HVAC system. The
existing 80 KW 225 Amp generator is 47 years old and unreliable and undersized for
electrical demands in the EOC. For example, only 1/3 of the lights and electrical outlets
in the EOC are powered by the generator. The EOC HVAC system does not have back-
up emergency power.
Providing emergency back-up electrical power to City Hall with this new generator will
allow all of City Hall to have emergency power. Providing power to the HVAC system,
lights, computers, TV's, wall outlets, emergency radios, offices and conference rooms is
critical to maintain Continuity of Government and Coordination of Law, Fire, Public
Works, Management, Logistics, Finance, PIO, and Legal during large scale
emergencies.
The Palm Springs International Airport (PSP), which is the only commercial airport in
Riverside County, is listed as a critical infrastructure facility for recovery and is also
identified as a high priority target in the Countywide Terrorism Threat Assessment. The
City Hall EOC will coordinate all incidents at the airport and needs to be operationally
ready at all times.
Procurement staff worked closely with Fire and Public Works Management to obtain the
generator specifications and conducted Request for Quotes (RFQ) 2010-08. The City
received 11 bids in response to the RFQ, ranging from $72,496.06 to $130,500 and
Power& Electric Co. of Rancho Dominguez, CA was the lowest responsive, responsible
bidder providing a Volvo Penta Genset TAD1641GE 500 KW 1000 AMP diesel
generator meeting specs. This action is for the purchase and delivery only of the
generator itself. If approved, the Public Works Division will conduct the required public
works bid for the site preparation and installation/connection of the new generator to the
existing building electrical service by a qualified and properly licensed contractor. Staff
anticipates bringing forth a contract for City Council award for this portion of the project
in June.
FISCAL IMPACT:
The City has been pre-approved for reimbursement up to $75,000 from the 2009
Emergency Management Performance Grant provided the project can be completed by
June 30, 2010. The $75,000 is a 50% matching grant of which $36,248.03 will be
recovered against the purchase price of the generator and staff anticipates that the
remaining $38,751.97 of available grant funds will be recovered against the site
preparation and installation/connection costs.
City Council Staff Report
May 19, 2010 -- Page 3
City Hall EOC Emergency Generator
Staff recommends that the City Council fund the purchase of the generator for this
project from the following account:
Fire Department Capital (09 EMPG Grant) 261-3600-53052
Blake G. Goetz, Fire C ' f David H. Ready, er