Fort Walton Beach Council agenda — 01-08-08 regular agenda — reading text

40, 000. 00 and ( 2) $ 35, 000. 00 8. GRANT FUNDS: YES © O AMOUNT 9. FUND TRANSFER: YES AMOUNT 10. FROM ACCT: N/ A 11. TO ACCT: N/ A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/ A 13. PRICE ANALYSIS: ATTACHED ADD' L MAT FDR ONE B I D I T E M D A T A 14. DESCRIPTION OF BID ITEM: ( 1) One ( 1) each 75 Kw Generator and ( 2) One 1) each 50 Kw Generator  15. SUPPLEMENTAL MATERIAL: ATTACHED ADD' L MAT FDR ONE 16. # BID INVITATIONS SENT: 26 17. # BIDS RECEIVED: 9 18. # RESPONSIVE BIDS: 9 19. RECOMMENDED VENDOR: ( 1) C& D Agency, Covington, Louisiana, and ( 2) CJ' s Sales and Service, Ocala, Florida 20. BID AWARD AMOUNT: ( 1) $ 31, 103. 00 and ( 2) $ 25, 285. 00 21. COMMENTS: See Attached 22. ESTIMATED QUANTITY TO BE PURCHASED ( BULK ITEMS): N/ A 23. ESTIMATED PURCHASE AMOUNT: N/ A 24. BID TABULATION ATTACHED: IYES1 NO ADD' L MAT FDR 25. TERM OF CONTRACT: N/ A 26. BID VALID TO: 60 days 27. BID PRICE VALID FOR TERM OF CONTRACT: YES NO 28. WARRANTY PERIOD: Standard Warranty 2 years / Extended Warranty 5 years 29. DELIVERY TIME: ( 1) 85 days and ( 2) 75 days 30. STATE CONTRACT: YES 31. CONTRACT #:. N/ A 32. CO - OP PURCHASE: YES F 33. AGENCY: N/ A 34. EXPECTED LIFE OF ITEM: 20 years 35. ITEM DEMO' D: YES 36. REFERENCES CHECKED: YES NO 37. CONTRACT: ATTACHED ADD11 MAT FDR ®/ 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO 39. CURRENT VENDOR: N/ A 40. CURRENT PRICE: N/ A REPORT PREPARED BY: ./! T. 2ts 7130') Michael Beedi Date Utiliti s Optio s Manager REVIEWED & CONCUR: 4l — 0?6 — 0 ? 061in 0 pf stad Date Utiliti s Director REVIEWED & CONCUR: Lisa A nt- Sher Date Finance Director 12-,j ?)/ P- REVIEWED AND CONCUR: I () -: Date Jcjype Shafldhan Ci y Manager COMMENTS: See attached. pq To: Michael Beedie, Operations Manager X03 19 December 2007 From: Joseph Coker, Collections System Supervisor Subject: Bid # 08 -107 Recommendation ( 2ea Katolight Generators) Based on my evaluation of the 9 responsive bids for the purchase of 2ea Katolight generators, I would like to make a recommendation that the City of Fort Walton Beach purchase the generators from the following suppliers: lea Katolight 75Kw fixed installation generator with a 450 gallon fuel tank from C &D Agency of Covington, La for the price of $31, 103. 00. 1 ea Katolight 50Kw portable generator from CJ' s Sales and Service of Ocala, Fl for the price of 25,285.00. The lowest bidder on the 75Kw generator, supplying a Katolight brand generator is: Power Pro Tech of Maitland, Fl for $30,800.00. Their bid does not meet the specifications of the bid in the following two areas. A. Fuel tank capacity - 260 gallons. Bid specifies: 450 gallons. B. Unit paint color —Katolight Tan. Bid specifies: Katolight Gold The lowest bidder on the 50Kw generator, supplying a Katolight brand generator does meet the specifications of the bid. There were two suppliers that submitted bids that were lower in price than the recommended suppliers. These suppliers were submitting bids for generators that were not Katolight by brand. My recommendation is to depart from the lower priced bidders for the following reasons: A. The City Utilities Department has 13 diesel powered stand -by generators in service. Each unit is a Katolight and has been ordered with control features which are alike. B. By standardizing to one brand of generator there is a great reduction in the amount and type of essential spare parts kept on hand to allow for rapid field repairs. C. Operator and resource safety is vital, each unit connects, operates, and functions alike, utilities personnel do not have to be familiar with many differing types of generator sets. This reduces the likelihood of an accidental application error resulting in: personal injury, equipment damage, and possible serious environmental impact. D. To achieve the greatest degree of reliability from this equipment, the City has with each new generator set purchased a 5 year extended warranty. At the same time each generator is placed into a maintenance program with a factory certified warranty and repair company. Each of the City's Katolight generators is inspected each 90 days by one service provider. This company can perform service and warranty repairs on site. By selecting generators from differing manufacturers this will require a different contract for service and warranty repair for each brand purchased. Due to the quantity of Katolight generators now owned by the City, the mobilization cost for such services is greatly reduced. Joseph Coker City of Fort Walton Beach, Utilities Department Collection System Supervisor  City of Fort Walton Beach MEMORANDUM DATE: December 5, 2007 TO: John Hofstad Utilities Department Director FROM: Michael C. Tatum Purchasing Director SUBJECT: Purchase of Two (2) Katolight Emergency Standby Generators Bid # 08 -107 The referenced bid tabulation is forwarded for your review, in accordance with Vol 2, Chapter 4, Section 4.01, Paragraph 4.01. 025 Code of Ordinances and the Purchasing Policies and Procedures. Please take the necessary action to prepare the Memorandum for Approval by the City Manager and Council. The bid file is available for review at the Purchasing Department. The following information is furnished for those items applicable to Purchasing on the Request To Award Bid Memorandum: ITEM NO. /DESCRIPTION RESPONSE 16. Number of Bids Solicited 26 17. Number of Bids Received g 18. Number of Responsive Bids g 24. Tabulation Attached Yes 30. State Contract No r ,  L L 0 O O D l. 0O 6 C) = X o z nn VV co b O O O C p O N OO LL U' J- N y d ttj C ii 1010 D L AS Ln Lrj m i O