TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Steve S. Charelian, Finance Director
Mike Grafton, Equipment Maintenance Supervisor
Mario Hernandez, Purchasing Supervisor
SUBJECT:Title
Consideration to Award Bid No. 1300-23 to Bay City Electric Works for the Purchase of One Budgeted 100 kW Portable Generator for the Public Works Department in the Amount of $93,211.88 (Finance Director Charelian).
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council award Bid No. 1300-23 to Bay City Electric Works for the purchase of one budgeted 100 kW portable generator for the Public Works Department in the amount of $93,211.88.
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FISCAL IMPLICATIONS:
Funds totaling $90,000 are budgeted in the Fiscal Year 2022-2023 Fleet Management Fund for the purchase of this generator. The lowest responsive bid for the selected replacement generator has a purchase price of $93,211.88. The additional funds necessary to purchase this generator will utilize the available budget within the Fleet Management Fund. There are no additional fiscal implications at this time.
BACKGROUND:
A portable generator provides backup electrical power to operate pump stations during electrical system outages. The proposed purchase of this portable generator is intended to ensure that the sewer system can operate during an electrical system outage. Portable generators can be moved to any pump station as needed.
DISCUSSION:
This purchase is for one replacement generator for the Public Works Department. This purchase will replace vehicle #062, a 25-year-old portable generator that has reached the end of useful serviceability for the department’s purposes. The new 100 kW diesel-powered generator meets the Environmental Protection Agency (EPA), California Air Resources Board (CARB), and Tier Four Emission Standards. This is the highest and cleanest emissions standard for this size generator. The Maintenance Division - Fleet Section has checked that this portable generator is approved under the Air Quality Management District (AQMD) exhaust emission requirements. Furthermore, the generator has been approved by the Equipment Maintenance Supervisor.
On February 7, 2023, City Council authorized the purchase of this generator at the price of $86,381.27. Unfortunately, the quote had expired by the time the purchase order was provided to the vendor, and due to inflation, the price had increased. As a result, Purchasing rebid this item and is seeking council authority to purchase this generator. This authorization replaces the one previously approved on February 7, 2023.
The Request for Bids was posted on the City’s website, as well as OpenGov, a public bid notification board. A total of four bid responses were received for this generator. The bid comparison (Attachment 1) lists the aggregate price, including sales tax, fees, and payment discounts (the lowest bid is indicated in bold font).
Based on these bids, staff recommends that the City Council award Bid No. 1300-23 to the lowest responsive bidder, Bay City Electric Works, for the purchase of one 100kW portable generator in the amount of $93,211.88. If this purchase is approved, the existing generator will be declared surplus and sent to auction for the highest attainable value. The new generator will arrive in approximately 28-32 weeks.
PUBLIC OUTREACH:
This bid was advertised on the City’s website, as well as OpenGov, a public bid notification board.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT:
1. Bid No. 1300-23 Comparison