CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 23-027, Generator Maintenance Services, to Midwest Power Industry Inc. for an amount not to exceed $250,000 and for a two-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works Public Building Operation (PBO) and Fleet Services retain the services of a contractor to provide maintenance and repair services for the emergency generators, electrical transfer switchgear, and other support power systems.
The City uses 46 emergency generators to provide backup power for the above functions as well as E-911 and non-emergency dispatching, critical computer operations, and water, wastewater and stormwater pumping. These units and related components require cyclical preventative maintenance and repairs to ensure reliable operation in an emergency power situation.
In January 2023, PBO issued Bid 23-023, Generator Maintenance Services, to hire a contractor to service, maintain and repair commercial generator systems at various City facilities and sites on a scheduled, on-call, and as-needed basis.
DISCUSSION:
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Advertisement Date: |
1/25/2023 |
Notices Sent: |
53 |
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Opening Date: |
2/10/2023 |
Planholders: |
18 |
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Proposals Received: |
6 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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Electrical Testing Solutions |
WITHDREW |
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Midwest Power Industry |
$139,706.00 |
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Interstate Power Systems |
$140,050.88 |
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Illini Power Products |
$150,500.00 |
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Buckeye Power Sales |
$190,853.68 |
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Cummins Inc. |
NON-RESPONSIVE |
Midwest Power Industry was determined to be the lowest responsive and responsible bidder. Staff contacted the three references Midwest Power Industry supplied. Two are municipalities and one is a water reclamation district. All three have worked with Midwest Power Industry for more than five years, and are satisfied with overall vendor performance, responsiveness and value.
Cummins Inc. was determined to be non-responsive, meaning the vendor submitted a bid response that did not meet the requirements outlined in the City’s invitation to bid. Additionally, Electrical Testing Solutions withdrew their bid after realizing their bid response did not account for prevailing wage.
The total base bid amount does not include repair-related labor and the material expense is an estimate. Based on historical repair needs and post-pandemic inflation on base material costs, staff recommends a $250,000 award to accommodate repairs for the two-year term. The term of this contract is two years from April 1, 2023 to March 31, 2025 with four, one-year options to extend.
FISCAL IMPACT:
CIP#: N/A
Contracted generator maintenance services are expensed to the building and grounds maintenance and equipment maintenance service accounts listed below. A total of $1,528,100 is budgeted for contracted building maintenance and fleet maintenance services, including generator maintenance, in 2023. The requested award is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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31341100-531302 |
General Fund |
$785,100 |
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31351100-531303 |
General Fund |
$743,000 |