AGENDA TITLE:
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Approve Specifications and Authorize Advertisement for Bids for 2025-2027 Standby Generators Maintenance, Repair and Rental Contract; Adopt a Resolution Authorizing City Manager or Designee to Award the Contract to Lowest Responsive Bidder Not-To-Exceed $700,000; Authorize City Manager to Execute Change Orders Not-To-Exceed $70,000 (PW)
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MEETING DATE:
April 2, 2025
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Approve specifications and authorize advertisement for bids for 2025-2027 Standby Generators Maintenance, Repair and Rental Contract in an amount not-to-exceed $700,000 and adopt a resolution authorizing the City Manager or designee to award the contract to lowest responsive bidder in an amount not-to-exceed $700,000 and authorize City Manager to execute change orders in an amount not-to-exceed $70,000.
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BACKGROUND INFORMATION:
The City of Lodi owns and operates 30 emergency standby generator sets that range in size between ten kilowatts (kW) to 2000 kW. The generators are located at critical facilities where operation during an extended power outage is necessary to maintain public health or safety. Examples of these facilities include fire stations, water wells and Surface Water Treatment Plant, sanitary lift stations, White Slough Water Pollution Control Facility (WSWPCF), and the police station. Since September 2013, the City contracted with an outside company that specializes in generator maintenance and repairs. The current contract with Holt of California expires on June 30, 2025. Staff recommends contracting for the specialized preventative maintenance to minimize more costly repairs and interruptions to operations.
In addition to normal maintenance and repairs, WSWPCF periodically requires backup power during planned service interruption to the Northern California Power Agency power plant, located adjacent to the treatment facility. A 2,000-kW generator rental is necessary to meet State requirements of redundant power supply. WSWPCF experienced service interruption lasting 21 days.
The initial contract term is two years and includes an option to extend if mutually agreeable to the City and the contractor. Specifications are on file in the Public Works Department. The planned bid opening date is April 30, 2025. The project estimate is $325,000 annually or $650,000 for the original two-year term.
Staff recommends approving specifications and authorize advertisement for bids for 2025-2027 Standby Generators Maintenance, Repair, and Rental Contract; adopt a resolution authorizing the City Manager or designee to award the contract to lowest responsive bidder in an amount not-to-exceed $700,000 and execute change orders in an amount not-to-exceed $70,000.
STRATEGIC VISION:
5C. Infrastructure: Address deferred maintenance.
FISCAL IMPACT:
By performing preventative maintenance efforts, the City will realize a reduction in costly repairs and increased reliability of emergency standby generators supporting critical facilitates. Approximately 15 percent of this contract will impact the General Fund.
FUNDING AVAILABLE:
Funding for this contract is budgeted in the following operating accounts:
Public Works Facilities Services (10051000)
Wastewater (53053003/53053004/53053005)
Water (56052003/56052005)
Electric Utility (50064200)
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager