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Home My WebLink About5I - Generator Preventive Maintenance Contract o� PRION V 4646 Dakota Street SE Prior Lake,MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: February 23, 2015 AGENDA#: 51 PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT PRESENTED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AWARDING CONTRACT TO INTERSTATE POWER SYSTEMS FOR GENERATOR PREVENTIVE MAINTENANCE SERVICES DISCUSSION: Introduction The purpose of this agenda item is to seek City Council authorization to enter into the City's Standardized Contract with Interstate Power Systems for preventive maintenance service and load bank testing of eleven City generators. History The City of Prior Lake currently has eleven generators located across the City at key locations; Fire Station #1, Fire Station #2, Police Station, City Hall, Maintenance Center, WTF, Booster Station, Well 8 & 9, Estate Lift Station, Lime Lift Station, Franklin Trail Lift Station, and three portable generators to service the remaining thirty-seven lift stations. The purpose of the generators is to provide power when normal electrical service is interrupted. These generators need yearly preventive maintenance and load bank testing to ensure they are working in the event of a power failure. In previous years all of maintenance work was completed under the City's maintenance contract. The price for the preventive maintenance and load bank test has met the threshold of the City's purchasing policy which now requires City Council Approval. Current Circumstances A scope of work was developed to assist the City meet the generator service and load banking guidelines. This includes type "A" Inspection during the month of March to obtain data about the generator power system to determine all components are working properly. Additionally Interstate Power Systems will bring portable load bank testing equipment to perform load bank testing on all City facility generators per National Fire Protection Association guidelines. This includes type "B" Inspection during the month of September to complete engine oil and filter changes, fuel and coolant filters if applicable, and oil and coolant samples will be taken for lab analysis. Phone 952.447.9800/Fax 952.447.4245/www.cityofpriorlak-e.com In line with the City's purchasing policy two quotes were obtained for this work. Both Companies are well respected and fully qualified. Their proposals are as follows: Interstate Power Systems Ziegler Power Systems $ 21,968 $ 37,246 Conclusion The City has worked with Interstate Power Systems in the past and is comfortable with the proposal provided. City Staff recommends that Interstate Power System be selected for preventative maintenance services and load bank testing pertaining to the City's generator components. This contract is for one year. ISSUES: The City does not have the resources or the equipment to complete the generator service and load bank testing in-house. The scope of service for each type of preventative maintenance is standardized within the industry. It has been our experience that Ziegler has a significantly higher fee schedule for these generator services. The attached quotes note the fee for each service type for each of the eleven generators. Although there is a significant variance in the quotes, it is appropriate to award the contract to Interstate Power Systems. FINANCIAL The Generator Service Contract will be funded through the General Fund IMPACT: and Utility Funds. ALTERNATIVES: 1. Approve a resolution accepting quotes and authorizing the execution of the City's Standardized Contract with Interstate Power System for the Generator Service Contract and Load Bank Testing for a cost of $21,968. 2. Table this agenda item for a specific reason 3. Deny this agenda item for a specific reason and provide staff with direction RECOMMENDED Alternative#1 MOTION: 2 O� PRION U 4646 Dakota Street SE � SomvP Prior Lake,MN 55372 RESOLUTION 15-xxx A RESOLUTION AWARDING CONTRACT TO INTERSTATE POWER SYSTEMS FOR GENERATOR PREVENTIVE MAINTENANCE SERVICES Motion By: Second By: WHEREAS, The City needs to complete preventive maintenance on our generators to ensure they provide emergency power during electrical outages; and WHEREAS, The City does not have the resources or equipment to provide the service in-house; and WHEREAS, The City received the following proposals for services: Interstate Power Systems Ziegler Power Systems $21,968.00 $37,246.00 And WHEREAS, City Staff recommends award of the City's Standardized Professional Services Contract to Interstate Power Systems for the City's generator maintenance and load bank testing. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Mayor and the City Manager are authorized to execute the City's Standardized Professional Services Agreement with Interstate Power Systems for an amount of$21,968. 3. Funding for these services will be drawn from funds 101 and 601 in the respective departments associated with the generator maintenance. PASSED AND ADOPTED THIS 23rd DAY OF February 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager 2015 Generator Service Contract Quotes Interstate Ziegler Power Systems Generator Location Make Size A Service B Service Load Bank TOTAL A Service B Service Load Bank TOTAL Franklin Trail Olympian 40kw $ 295.00 $ 547.00 $ 440.00 $ 1,282.00 $ 568.00 $ 756.00 $ 750.00 $ 2,074.00 Fire Station#2' Cat 125kw $ 295.00 $ 684.00 $ 525.00 $ 1,504.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 WTF Cat 1000kw $ 295.00 $ 1,500.00 $ 1,600.00 $ 3,395.00 $ 900.00 $ 2,525.00 $ 2,870.00 $ 6,295.00 Well 8&9 Cat 350kw $ 295.00 $ 920.00 $ 750.00 $ 1,965.00 $ 707.00 $ 1,101.00 $ 1,550.00 $ 3,358.00 Fire Station#1 Onan 100kw $ 295.00 $ 534.00 $ 500.00 $ 1,329.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 Estate Olympian 75kw $ 295.00 $ 551.00 $ 475.00 $ 1,321.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 Lime Olympian 40kw $ 295.00 $ 547.00 $ 440.00 $ 1,282.00 $ 568.00 $ 756.00 $ 750.00 $ 2,074.00 Police Station Onan 150kw $ 295.00 $ 646.00 $ 525.00 $ 1,466.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 City Hall Cat 30kw $ 295.00 $ 547.00 $ 430.00 $ 1,272.00 $ 568.00 $ 756.00 $ 750.00 $ 2,074.00 Booster Station Cat 225kw $ 295.00 $ 736.00 $ 625.00 $ 1,656.00 $ 707.00 $ 929.00 $ 1,159.00 $ 2,795.00 Maintenance Center Cat 100kw $ 295.00 $ 565.00 $ 500.00 $ 1,360.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 742 Cat 80kw $ 295.00 $ 623.00 $ 480.00 $ 1,398.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 747 Cat 80kw $ 295.00 $ 565.00 $ 480.00 $ 1,340.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 776 Cat 80kw $ 295.00 $ 623.00 $ 480.00 $ 1,398.00 $ 568.00 $ 764.00 $ 990.00 $ 2,322.00 TOTAL CONTRACT AMOUNT $ 4,130.00 $ 9,588.00 1 $ 8,250.00 $ 21,968.00 1 $ 8,562.00 $ 12,935.00 $ 15,749.00 $ 37,246.00 S:\Generators\Generators 2015\Generators