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HomeMy WebLinkAboutPR 21785: PURCHASE OF A NATURAL GAS GENERATIOR FOR DEVELOPMENT SERVICES City of ort rthu — www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 8, 2021 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, City Manager From: Pamela D. Langford, Director of Planning & Development Services 0,, a 4� RE: P.R. NO. 21785 — Purchase of a natural gas generator for Development Services Introduction: This Agenda Item intends to seek City Council's approval for P.R. NO. 21785, authorizing the City Manager to execute an agreement with Waukesha-Pearce Industries, Inc. for the purchase, delivery, and installation of a 150KW Natural Gas Generator for the Development Services Building, located at 300 4th Street, Port Arthur, Texas. Background: Inspectors in the Department of Development Services are responsible for administering rapid citywide assessments on all residential and commercial structures within Port Arthur's corporate city limits immediately following a disaster (i.e., wind, flood, fire). The purpose of these assessments is to determine the severity of damage sustained to buildings before use and occupancy. Assessment data is compiled and provided to the Emergency Manager during natural disasters to determine the City's overall impact for reporting and reimbursement purposes. Because of the importance of providing assessment data not only to the City's Emergency Command Center but State and Federal Agencies, including TFMA, GLO, and FEMA, inspectors are required to begin the process as soon as streets are deemed passable. Data is collected in the field; however, imported into data-collecting platforms that help calculate and generate damage reports as required by FEMA. All tools used in collecting, reporting and sharing data are powered electronically and require an energy source. During most natural disasters, power loss is expected, if not guaranteed. However, citizens and support agencies also expect the municipality to be operational and functional during these desperate times, creating a need for an alternative power source to function. As part of the BuyBoard Cooperative Purchasing Program, the City received a quote from Waukesha-Pearce Industries, Inc. for the purchase, delivery, and installation of a 150KW Natural Gas Generator to help facilitate activities for the Department of Development Services during natural disasters that result in power outages. Nick Newell, the sales representative with Waukesha-Pearce, provided a BuyBoard quote on January 26, 2021 . Mr. Newell was contacted and asked if the quote would be honored due to the lapse in time. He confirmed that the company provides a price lock for 180-days from the date of the quotation, and it was safe to move forward with the request for purchase (please see attached correspondence). Budget Impact: The generator will be purchased through BuyBoard pricing for $102,977.00. Funding available in Capital Account: 625-1801-517.93-00. Recommendation: It is recommended that City Council approve P.R. NO. 21785, authorizing the City Manager to execute an agreement with Waukesha-Pearce to purchase, deliver, and install a 150KW Natural Gas Generator for the Development Services Building, located at 300 4th Street, Port Arthur, Texas. "Remember,we are here to serve the Citizens of Port Arthur" P.O. Box 1089 X Port Arthur.Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 Pamela Langford From: Nick Newell <nick.newell@wpi.com> Sent: Wednesday, March 3, 2021 9:09 PM To: Pamela Langford Cc: Clifton Williams Subject: [NON-CoPA] RE: [NON-CoPA] RE: [NON-CoPA] RE: [NON-CoPA] Re: [NON-CoPA] RE: DRAFT Specifications for Industrial Generator Pamela, my apologies for my delayed response.To answer your question, Yes we will honor the quoted pricing that is reflected on the quote. Although our quote bodies reflect either a 30 or 60 day validity, the factory provides us with a price lock for 180 days from the date of our quote with them.Thanks again for the update, Nick Nick Newell New Unit Sales- Power Generation AD nick.newell@wpi.com ,: Cell: 832.350.9168 POWERED BY SdaCIMONS WPI—A Pearce Industries Company www.wpi.com www.energy.wpi.com "WORKING SAFELY:Every Project,Every Day,Every Task,Every Time" Join our WPI Linkedln PowerGen Solutions page to receive updates. From: Pamela Langford <pamela.langford@portarthurtx.gov> Sent: Wednesday, March 3, 2021 10:32 AM To: Nick Newell<nick.newell@wpi.com> Cc: Clifton Williams<clifton.williams@portarthurtx.gov> Subject: RE: [NON-CoPA] RE: [NON-CoPA] RE: [NON-CoPA] Re: [NON-CoPA] RE: DRAFT Specifications for Industrial Generator Mr. Newell, we are not ready to issue the Purchase Order as I am preparing a proposed resolution for City Council. We are approximately 4 to 6 weeks out from obtaining approval for the purchase. The question I am posing is regarding the quote. Because there has been a delay in when it was forwarded in January to when it will be, hopefully, approved, I just wanted to ensure that it could be honored or if a new quote will be needed. Pam From: Nick Newell <nick.newell@wpi.com> Sent: Wednesday, March 3, 2021 9:38 AM To: Pamela Langford <pamela.langfordPportarthurtx.gov> Cc: Clifton Williams<Clifton.williams@portarthurtx.Rov> Subject: [NON-CoPA] RE: [NON-CoPA] RE: [NON-CoPA] Re: [NON-CoPA] RE: DRAFT Specifications for Industrial Generator 1 Pamela,that is great news. Please disregard the date that was listed on the quote.That is an error that we are working on within our program at this time. It defaults to a specific date versus what it should auto calculate to. I will advise the office that this PO is in the works so that we can process it as soon as we receive it.Thanks again, Nick Nick Newell New Unit Sales- Power Generation nick.newell@wpi.com _Akv' ; Cell: 832.350.9168 POWERED BY SOLUTIONS WPI—A Pearce Industries Company www.wpi.com www.energy.wpi.com "WORKING SAFELY:Every Project,Every Day,Every Task,Every Time" Join our WPI Linkedln PowerGen Solutions page to receive updates. From: Pamela Langford <pamela.langford@portarthurtx.gov> Sent: Wednesday, March 3, 2021 9:33 AM To: Nick Newell <nick.newell@wpi.com> Cc: Clifton Williams<clifton.williams@portarthurtx.gov> Subject: RE: [NON-CoPA] RE: [NON-CoPA] Re: [NON-CoPA] RE: DRAFT Specifications for Industrial Generator Good Morning Mr. Newell, On January 26, 2021, you forwarded a BuyBoard quotation to purchase and install a 150KWW Natural Gas Generator for the City of Port Arthur's Development Services Building, located at 300 Dallas Avenue. I would like to move forward with this agreement; however, wanted to ensure that the pricing was still valid. The quotation stated that the pricing was valid for sixty (60) days from the date of the quote which was listed as March 17, 2020 (see attached). Thank you, iJ(iiiii/(t 1/. C1i)/(//(l Director of Development Services Department of Development Services Office:: (409) 983-8296 Fax:: (409) 983-8137 Pamela.Langford@portarthurtx.gov www.portarthurtx.gov 2 P.R. NO. 21785 03/08/2021 pdl PAGE 1 OF 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH WAUKESHA-PEARCE INDUSTRIES, INC. FOR THE PURCHASE, DELIVERY, AND INSTALLATION OF A GENERAC SG0150 150KW NATURAL GAS GENERATOR FOR THE DEVELOPMENT SERVICES BUILDING LOCATED AT 300 4TH STREET, THROUGH BUYBOARD COOPERATIVE PURCHASING PROGRAM, CONTRACT NO. 597- 19, WITH THE PROJECTED BUDGETARY AMOUNT OF $102,977.00; FUNDING AVAILABLE IN CAPITAL IMPROVEMENTS ACCOUNT NO. 625-1801-517.93-00. WHEREAS, a commercial generator is a valuable continuity tool that is vital for keeping the City operational in the event of an emergency, and provide convenience and peace of mind in the event of a power loss; and WHEREAS, natural disasters, aging electrical infrastructure, and accidents attributed to human error are all significant contributors to loss of power to municipalities, residents, and industry; and WHEREAS, immediately following a natural disaster, the City's Development Services Facility will be used as a command and call center for Building and Code Inspectors who are responsible for providing emergency assessments of all residential and commercial structures within the corporate city limits; and WHEREAS, the need for power will be essential in providing all tools (i.e., computers, telephone system, printers, copiers, and charging stations) necessary in properly functioning the facility; and WHEREAS, Texas largely relies on natural gas, especially during times of high demand, to power the state; and WHEREAS, natural gas is about half the cost of diesel and provides economical run times and gas utility infrastructure is reliable as an emergency fuel source; and P.R. NO. 21785 03/08/2021 pdl PAGE 2 OF 5 WHEREAS, the Department of Development Services is recommending that the City Council authorize the purchase, delivery, and installation of a Generac SG0150 150KW Natural Gas Generator for the Development Services Facility, located at 300 4th Street, Port Arthur, Texas from Waukesha-Pearce Industries, Inc., through BuyBoard Purchase in the amount of $102,977.00, as delineated in Exhibit "A"; and WHEREAS, Chapter 271 of the Local Government Code allows a city, by Resolution of its governing body, to participate in cooperative purchasing programs, such as BuyBoard, a purchasing cooperative, as an alternative to a formal bid process; and WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered into an interlocal agreement for cooperative purchasing with Texas BuyBoard; and WHEREAS, Waukesha-Pearce Industries, Inc. is an approved vendor through BuyBoard; and, WHEREAS, funding available in Capital Improvements Account No. 625-1801- 517.93-00; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the facts and opinions in the preamble are true and correct; and, THAT, the City Manager is hereby authorized to execute an agreement with Waukesha-Pearce Industries, Inc. for the purchase, delivery, and installation of a Generac SG0150 150KW Natural Gas Generator for the Development Services Building, located at 300 4th Street, Port Arthur, Texas, through BuyBoard Cooperative Purchasing Program, Contract No. 597-19, in an amount not to exceed $102,977.00; Funding available in Capital Improvements Account No. 625-1801-517.93-00. P.R. NO. 21785 03/08/2021 pdl PAGE 3 OF 5 THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED this the day of March, A.D. 2021 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Council members: Noes: Thurman Bill Bartie, Mayor ATTEST: Sherri Bellard, TMRC, City Secretary APPROVED AS TO FORM: Valecia "V I" Tizeno, City Attorney LI di2APPROVED FOR ADMINISTRATION: (11 G / G 11 1-0 Ronald "Ron" Burton, City Manager Pamela D. Langford, Director of Planning & Development Services P.R. NO. 21785 03/08/2021 pdl PAGE 4 OF 5 APPROVED AS TO AVAILABILITY OF FUNDS: Kandy Daniel, Ilnerim Finance Director Clifton Williams, CPPB, Purchasing Manager P.R. NO. 21785 03/08/2021 pdl PAGE 5 OF 5 EXHIBIT "A" 114YBoardt Texas Association of School Boards AK) • • Cooperative Purchasing BUYBOARD Quotation Quote Date I March 17, 2020 I WPI Quote Number 011421-002 NN Contract No. 597-19 Quotation To Vendor ID 837 End User City 0 Port Arthur , Waukesha-Pearce Industries Inc. Contact Pamela Langford I Generator Division Phone 409-983-8296 Contact Nick Newell Fax 409-983-8137 Phone 832-350-9168 Email Pamela.langford(a�portarthurtx.gov) Fax 713-551-0799 Email nick.newell©wpi.com Pricing Based On Maunufacturer's Price List Dated: 12/01/19 Contract Discount 33.0% Factor 67.0% A. Base Unit: Manufacturer Model No. Description List Price Net Price Generac SG0150 150KW Natural Gas Generator $ 116,100.00 $ 77,787.00 Includes All Standard equipment & attachments as listed in attached brochures. B. Factory options and attachments Part No. Description List Price Net Price ATS-600-3 600A ATS Three Phase $ 12,345.00 $ 8,271.15 $ - $ $ $ Sub Total $ 8,271.15 C. Non-Factory options and attachments Part No. Description Net Price $ _ Sub Total $D. Other applicable charges. Allowances, Trade-Ins, Special Discounts, etc. Description Net Price WPI Terms and Conditions apply to this quote $ Freight to job site and start up testing included $ 3,765.00 Turn Key Installation W/36" Concrete Pad $ 23,108.00 Additional Discount $ (9,954.15) Sub Total $ 102,977.00 TOTAL PURCHASE PRICE: $ 102,977.00 Delivery:I Estimated 12 wks ARO' 1 Pricing valid for sixty(60) days from this date. Orders after that period must be re-quoted. Transmit copy of quotation with purchase order issued to WPI to: Texas Association of School Boards, BuyBoard, PO Box 400, Austin, TX 78764-0400 email: buyboard@tasb.org