Fort Walton Beach Council agenda — 01-27-09 regular — reading text

a 22 2 oo o yy y zzzz zz FAFA FA vv v JJ JJ k*k* ZZ 1) jNc QQ QQ Ln NN 0)0) H I OOO ZZ Z 00 Q ui W V-V- N MM tt QQ GM20OI13 City of Fort Walton Beach 1/ 21/ 09 Fiscal Year 2009 Account Balance Inquiry 10: 51: 59 Account number . . 405 - 8508 - 538. 69 - 97 Fund . . . . . . . 405 STORMWATER FUND Department . . . . 85 SPECIAL PROJECTS Division . . . . . 08 FLORIDA FOREVER GRANT Activity basic . . 53 PHYSICAL ENVIRONMENT Sub activity . . . 8 FLOOD / STORMWATER MGMT Element . . . . . 69 APPROPRIATION Object . . . . . . 97 APPROPRIATION Original budget . . . . . . . . . 0 Revised budget . . . . . . . . . 460, 172 12/ 16/ 2008 Actual expenditures - current : 00 Actual expenditures - ytd . . . : 00 Unposted expenditures . . . . . 00 Encumbered amount . . . . . . . . 00 Unposted encumbrances . . . . . : 00 Pre - encumbrance amount . . . . . 00 Total expenditures & encumbrances: 00 0. 0% Unencumbered balance . . . . . . 460, 172. 00 100. 0 FS= Encumbrances F7= Project data F8 Misc inquiry F9 Misc update F10= Detail trans Fll Acct activity list F12= Cancel F24 =More keys  CITY COUNCIL MEETING January 27, 2009 Consent Agenda Consideration of a request to award bid # 09 -105 for an Emergency Generator, to the lowest responsive, responsible bidder, C &D Agency /Arcco Services, in the amount of $ 26,284 Utilities Director Council Action 1 St 2nd Vote: Agenda Item Number: 4  City of Fort Walton Beach MEMORANDUM Date: January 21, 2009 To: Michael Beedie City Engineer From: Joe Coker Collections Systems Supervisor Subject: ITB No. 09 -105: 50 kW Emergency Standby Generator for Lift Station # 32 Background: The City of Fort Walton Beach operates and maintains over 106 miles of sanitary sewer gravity mains and twelve ( 12) miles of sanitary sewer force mains. The City also operates 44 sewer lift stations and two ( 2) pump stations that transmit the wastewater to the City's WWTP. The City also operates nine ( 9) water wells and 116 miles of water transmission and distribution mains. In order to allow for continuous operations of the lift stations, pump stations, and water wells during emergency events and electrical outages, the City began a program to purchase both portable and permanent emergency standby generators. The City currently owns fifteen ( 15) emergency generators manufactured by Katolight. There are currently six ( 6) permanent generators located at Pump Station No. 1 ( 415 kW), Pump Station No. 2 ( 125 kW), Well No. 11 ( 200 kW), Lift Station No. 6 ( 40 kW), Lift Station No. 35 ( 40 kW), and the Utility Services Field Office ( 75 kW). The other nine ( 9) generators are portable and are capable of being connected to all of the water wells and lift stations. The portable generators consist of one ( 1) each 25 kW, three ( 3) each 50 kW, one ( 1) each 100 kW, and four (4) each 200 kW. The emergency generator program requires two ( 2) additional 50 kW generators to allow for continuous operations of the sewer collections system and the water transmission and distribution system during emergencies. The approved budget for Fiscal Year 2008 -09 includes one ( 1) new 50 kW Katolight permanent emergency generator for installation at Lift Station No. 32, which is located at 1003 Mar Walt Drive NE, and serves the Westwood Retirement Center, which is subject to numerous power outages throughout the year. In Fiscal Year 2009 -10, a 50 kW portable generator will be requested. Discussion and Recommendation: On January 13, 2009, the Purchasing Division received eleven ( 11) bid packages for ITB 09 -105 to purchase a 50 kW emergency standby generator for Lift Station No. 32, located at 1003 Mar Walt Drive NE. After reviewing the submitted bids and details, Staff recommends that City Council award the bid to the lowest responsive, responsible bidder meeting the specifications, C &D Agency / Arcco Services of Covington, Louisiana, in the amount of $ 26,284. 00. This bid meets all requirements that were set forth in the specifications for a 50kW Katolight generator. There was one lower bid submitted that did not specify a Katolight generator and did not meet the specifications on at least three specific points. 1. The specification requested a control panel using 3 -1/ 2" electrical meters, and 2" gauges for operator use in monitoring the operational status of the generator. This configuration provides the operator with instant operational data with one glance at the control panel. The " lower' bid provided an electronic panel display in lieu of the meters and gauges. 2. The specification requested an " emergency stop button" be installed to provide a visible rapid means of disabling the generator / engine set due to a dangerous abnormal condition should it occur. This was not provided in the "lower" bid submittal. 3. The specification requested an " onsite" six ( 6) hour load bank test be performed on the generator. This test at start -up insures that the unit is completely ready for service and is completely operational before final acceptance. The Utility Services Department currently has fifteen ( 15) Katolight diesel generators in use. By standardizing to one manufacturer, the City has improved operations for the following reasons: 1. Reduction in the spare parts required on hand to make essential repairs in the field. Most of the critical components are identical from unit to unit, i. e. voltage regulators, engine control modules, electronic speed controllers, control switches, engine block heaters, air filters, etc. 2. Operator familiarity; each generator is built and set up with nearly identical controls. With identical controls, the units can be taken anywhere in the field by emergency response personnel and connected for service without having to worry about different configurations. This reduces the chance for costly mistakes that could result in damaged pumps, electronic controls, or generators. This also reduces the likelihood of sanitary sewer overflows or serious injuries to the operator. 2  0 The Utility Services Department has an annual service and maintenance contract which provides equipment inspections and testing by factory trained technicians on a quarterly basis. Owning multiple generator brands would require a separate warranty and service provider for each manufacturer. C. 4 Joe Cokery 6W- 410 l Collections Utility Services Division System Supervisor KI  CITY OF FORT WALTON BEACH MEMORANDUM DATE: January 21, 2009 TO: Robert Mearns, Acting City Manager FROM: Michael D. Beedie, City Engineer SUBJECT: Request to Award Bid No. 09 - 105, 50KW Emergency Generator SUMMARY Volume II, Chapter Pursuant to City of Fort Walton Beach Code of Ordinances, 4, Section 4. 01, Paragraph 4. 01. 025 and the Purchasing Policies and Procedures, request authorization to award Bid No. 09 - 105, 50KW Emergency Generator, to the low responsive, responsible bidder meeting specifications, Covington, Louisiana, for the bid amount of C& D Agency /Arcco Services, 26, 284. 00, including optional extended warranty and spare Kassec engine control board. funds are available