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CITY COUNCIL AGENDA ITEM NO. 3

Meeting Date: May 27, 2008

Subject/Title: Adopt a Resolution accepting the bid and approving the purchase of a 250-KW mobile power generator from California Diesel and Power; and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $92,492.33.

Prepared by: Eric Brennan, Water Operations Manager
Chris Ehlers, Deputy Director of Public Works

Submitted by: Bailey Grewal, Director of Public Works/City Engineer

RECOMMENDATION
Adopt a Resolution accepting the bid and approving the purchase of a 250-KW mobile power generator from California Diesel and Power; and authorizing the City Manager or her designee to execute a purchase order and necessary documents in an amount not to exceed $92,492.33.

PREVIOUS ACTION
On February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7.

On June 6, 2007, by Resolution 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget for the City of Brentwood, which included the 250-KW mobile power generator.

On January 22, 2008, by Resolution No. 2008-19, City Council adopted the amended 2007/08 Operating Budget and approved the recommended mid-year budget adjustments.

BACKGROUND
The City of Brentwood’s water distribution system consists of three pressure zones, eight active ground water wells, seven pump stations, six storage reservoirs, and three hydropneumatic tanks. The pump stations pump water into the storage reservoirs that gravity feed the pressure zones. Three of the seven booster pump stations have on site emergency generators.

Pressure Zone I is fed by the City’s eight active ground water wells and the Brentwood Water Treatment Plant Pump Station. The Brentwood Water Treatment Plant Pump Station has an on site emergency generator and four of the eight ground water wells have on site emergency generators.

Pressure Zone II is fed by three booster pump stations; one of the three has an on site emergency generator. These pump stations all provide water to Pressure Zone II storage reservoirs and are located in three different areas of the City. Although there is redundancy, should there be a power outage during peak water demand, the use of a generator would be necessary to operate two of the three sites to maintain water levels in the storage reservoirs.

Pressure Zone III is fed by three pump stations and hydropneumatic tanks operated independently of each other. One of the three pump stations has an on site emergency generator. The City currently has a 50-KW portable generator that will operate the water pumps at the other two stations, but it is not large enough to provide fire protection.

Operation of these booster pumps and ground water production well sites is necessary to deliver water to the residents of the City of Brentwood. In the event of a power outage due to an emergency, natural disaster, or a scheduled power outage, a generator would have to be put in place to operate these sites.

City staff has used rental generators numerous times in the past to maintain water supply during power interruptions. In the past three years, five new water supply facilities including four pump stations and one well, have been brought on line to provide water due to growth in the community. Two of the five new water supply facilities have on site emergency generators. The City’s Emergency Response Plan requires readily available backup power to maintain water service. This purchase ensures compliance with the Emergency Response Plan as availability of rental generators is not guaranteed.

The Water Division budgeted for a 250-KW mobile power generator to be purchased in fiscal year 2007/08. The 250-KW mobile power generator is large enough to operate all of the City’s pump stations and ground water production wells.

Public Works staff has looked at a variety of makes and models over the last six months. Prices were solicited prior to requesting funds included in the 2007/08 Operating Budget. City staff developed a bid specification from the models demonstrated and a formal solicitation for bids was sent to three manufacturers.

California Diesel and Power submitted the only bid. Holt of California and Herold and Mielenz declined to submit a bid. This unit meets all the specifications that the City of Brentwood requested. It additionally meets the State limits for emissions of air pollutants per the California Air Quality Board (CARB) and the Bay Area Air Quality Management Board (BAAQMB) and noise levels per Cal OSHA.

California Diesel and Power is offering the 250-KW mobile power generator at $92,492.33. The bid from California Diesel and Power includes a warranty for two years or 2,000 hours.

The bids submitted are as follows:

• California Diesel and Power $92,492.33
• Holt of California No Bid
• Herold and Mielenz No Bid


Based upon California Diesel and Power submitting the only responsive and responsible bid and meeting all the requested specifications, staff recommends the purchase of a 250-KW mobile power generator from California Diesel and Power. This purchase is in compliance with Purchasing Policy 10-7.


FISCAL IMPACT
The total fiscal impact for the 250-KW mobile power generator will be $92,492.33. The Water Operations Division budgeted $110,000 in the City Council approved 2007/08 Water Operations Division Operating Budget for the purchase of a 250-KW mobile power generator.

Attachment:
• Resolution

RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD ACCEPTING THE BID AND APPROVING THE PURCHASE OF A 250-KW MOBILE POWER GENERATOR FROM CALIFORNIA DIESEL AND POWER; AND AUTHORIZING THE CITY MANAGER OR HER DESIGNEE TO EXECUTE A PURCHASE ORDER AND NECESSARY DOCUMENTS IN AN AMOUNT NOT TO EXCEED $92,492.33.

WHEREAS, on February 24, 2004 by Resolution No. 2004-40, City Council approved the amended Purchasing Policy No. 10-7; and

WHEREAS, on June 6, 2007 by Resolution 2007-150, City Council adopted the 2007/08 – 2008/09 Operating Budget for the City of Brentwood, which included the 250-KW mobile power generator; and

WHEREAS, on January 22, 2008 by Resolution 2008-19, City Council adopted the amended 2007/08 Operating Budget and approved the recommended mid-year budget adjustments; and

WHEREAS, three of the City’s seven booster pump stations and four of the eight ground water wells have on site emergency generators; and

WHEREAS, operation of these booster pumps and ground water production well sites is necessary to deliver water to the residents of the City of Brentwood; and

WHEREAS, the purchase of this equipment is necessary to respond to power outages at booster pump stations and water production wells; and

WHEREAS, the City’s Emergency Response Plan requires readily available backup power to maintain water service; and

WHEREAS, staff compared different models, generated specifications, and solicited bids and California Diesel and Power submitted the only responsive and responsible bid, meeting all City specifications; and

WHEREAS, this purchase is in compliance with Purchasing Policy 10-7.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Brentwood does hereby accept the bid, as well as, approve and authorize the City Manager or her designee to execute a purchase order and necessary documents for the purchase of a 250-KW mobile power generator, from California Diesel and Power in an amount not to exceed $92,492.33.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on the 27th day of May 2008 by the following vote:
 
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