Title
An Ordinance approving the award of Bid No. 2019-040 for service and maintenance of generators for a one-year term with up to four, one-year renewals to Central Power Systems and Services, LLC (Contract No. 2019-040-1) and to Greenwood Energy Solutions, LLC dba Smart Power Services (Contract No. 2019-040-2) and authorizing the City Manager to enter into and execute agreements for the same by and on behalf of the City of Lee’s Summit, Missouri.
(NOTE: First reading by City Council on April 16, 2019. Passed by unanimous vote.)
Body
Issue/Request:
An Ordinance approving the award of Bid No. 2019-040 for service and maintenance of generators for a one-year term with up to four, one-year renewals to Central Power Systems and Services, LLC (Contract No. 2019-040-1) and to Greenwood Energy Solutions, LLC dba Smart Power Services (Contract No. 2019-040-2) and authorizing the City Manager to enter into and execute agreements for the same by and on behalf of the City of Lee’s Summit, Missouri.
Background:
The City requires service and maintenance of generators for various emergency and critical needs of the Fire Department, Central Building Services Department and the Water Department. These services are vital to keeping power running for the applicable facilities and emergency power.
The Water Department is responsible for preventative maintenance and repairs of twenty (20) diesel engine generator sets that serve as backup power for critical water and wastewater pumping stations throughout the City. Timely access to repair and perform preventative maintenance services is essential for the continued reliable operation of this equipment and the water and wastewater systems.
The Lee's Summit Fire Department is responsible for preventative maintenance repairs for generators for the provision of backup power for all seven (7) fire stations located throughout the City.
Central Building Services is responsible for preventative maintenance and repairs for two (2) generators for the provision of backup power for City Hall and the City Hall Parking Facility.
Key Issues:
• The City's current Contract No. 2016-045-1/2R for service and maintenance of generators is set to expire on May 30, 2019.
• The Procurement and Contract Services Division formally solicited Bid No. 2019-040 for Service and Maintenance of Generators via its' e-bidding service Public Purchase.
• Thirty-three (33) potential bidders were notified via the City's e-bidding service, Public Purchase. The advertisement for the formal bid was also posted on the City's website. Public Purchase Report Records show that twenty-two (22) potential firms accessed the online bid document 2019-040.
• Upon the bid opening date of January 24, 2019, the Procurement and Contract Services Division received six (6) bids. The Project Managers from the Fire, Central Building Services Department and the Water Department evaluated the bids received and the attached bid tabulation. Based on the critical need for such service, the Project Managers deemed it necessary to recommend dual award to the two lowest and most responsive bidders which were Central Power Systems and Services and Greenwood Energy Solutions, LLC DBA Smart Power Services.
• If awarded, the bid tabulation amounts identified shall lock in unit prices identified for both inspections and hourly rates for repair and maintenance needs. Upon award of an Ordinance by the City Council, one-year contracts, with up four (4) one-year renewals, will be executed with both companies. The proposed contracts include provisions for repair and maintenance and new work and installation, as needed, as a yearly contract. A copy of the contract documents are attached.
Proposed City Council Motion:
I move for a adoption of an Ordinance approving the award of Bid No. 2019-040 for service and maintenance of generators for a one-year term with up to four, one-year renewals to Central Power Systems and Services, LLC (Contract No. 2019-040-1) and to Greenwood Energy Solutions, LLC dba Smart Power Services (Contract No. 2019-040-2) and authorizing the City Manager to enter into and execute agreements for the same by and on behalf of the City of Lee’s Summit, Missouri.
Presenter
Tom Soetaert, Control System Supervisor, Water Utilities
Rick Gentry, Procurement and Contract Services Manager
Recommendation
Staff recommends approval of An Ordinance approving the award of Bid No. 2019-040 for service and maintenance of generators for a one-year term with up to four, one-year renewals to Central Power Systems and Services, LLC (Contract No. 2019-040-1) and to Greenwood Energy Solutions, LLC dba Smart Power Services (Contract No. 2019-040-2) and authorizing the City Manager to enter into and execute agreements for the same by and on behalf of the City of Lee’s Summit, Missouri.
Committee Recommendation
This item was on the April 8, 2019 Finance & Budget Committee agenda. It was not heard due to time constraints and was forwarded to the full council for first reading on April 16, 2019.