CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 18-024, Generator Maintenance Services, to Interstate Power Systems, Inc. for an amount not to exceed $100,000 and a total award of $203,292.60
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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 Buildings Operations (PBO) and Fleet Services Divisions retain the services of a contractor to provide maintenance and repair services for emergency generators, electrical transfer switchgear, and other support power systems backed up by emergency generators located in designated City buildings, pump houses, and various de-watering sites around the City.
The City currently uses 44 emergency generators to provide back-up power for several functions, including E-911 and utility dispatching, critical computer operations, and residential subdivision waste/storm and water pumping. These units require cyclical preventative maintenance and repairs to the power generator, engine and switch gear to ensure reliable operation in an emergency power situation.
On March 6, 2018, the City Council awarded Contract 18-024 to Interstate Power systems, Inc for an amount not to exceed $103,292.60 and for a two-year term. The current term ends on March 31, 2020 with three one-year options available.
DISCUSSION:
When the contract was awarded, a mistake was made in the award amount. The $103,292.60 only takes into account the cost to provide two years of preventative maintenance services for the generators and does not include costs for materials and repairs. Repairs include items such as engine control module, thermostat, battery, block heater, power sentry, and radiator replacements, coolant changes, and electrical short repairs.
The annual cost for material and repairs is approximately $50,000 per year. This change order is requested to add the necessary material and repair funding to the award amount for the two-year contract. Funds were programmed and available in the budget for these costs.
FISCAL IMPACT:
CIP #: N/A
Contracted generator maintenance services are expensed to the Building & Grounds and Equipment Maintenance accounts listed below. A total of $1,133,850 has been budgeted for contracted building maintenance and fleet maintenance services in 2019. The requested change order of $100,000 is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$633,850 |
|
31351100-531303 |
General Fund |
$500,000 |