Loading...
HomeMy WebLinkAbout05/15/2012 Generator Maintenance ServicesMount Prospect Public Works Department INTEROFFICE MEMORANDUM �M?/ TO: VILLAGE MANAGER MICHAEL E. JANONIS FROM: WATER /SEWER SUPERINTENDENT DATE: MAY 9, 2012 SUBJECT: BID RESULTS FOR GENERATOR MAINTENANCE SERVICES ($42,000) BACKGROUND The Village owns and maintains sixteen (16) stationary generators that are installed to provide emergency, standby power in case of utility interruption. These generators are placed at key public buildings, all wastewater pumping stations, and at two (2) of the potable water booster pumping stations. The number of generators has grown from three (3) stationary units in 2005 to the current sixteen (16). These units range in size from smaller 25kW to larger 750kW units. As part of the manufacturers' recommendations to maintain these devices, specialized equipment, such as a resistive load bank tester, is needed to ensure long -life and proper operation. In addition, some of the units have exhaust emissions with sophisticated controls and monitoring hardware that require specialized training and diagnostic equipment to maintain. Staff does not possess the skills, experience, or equipment to properly perform this work. Staff reviewed the manufacturer's recommended and required maintenance for all of the various units and created a uniform standard of care applicable to all of the units. A detailed set of specifications and bid documents were prepared incorporating this uniform standard of care. These bid documents were subsequently utilized to secure competitive pricing for specified maintenance work from qualified electrical generator -set contractors. It is relevant to note that the bid documents contain several environmentally sustainable features. These sustainable features, such as oil testing rather than oil changes or replacing parts only as needed, allow the Village further savings over the routine automatic replacement of items on a fixed schedule. The initial bid is planned for an eighteen month period ending December 31, 2013. BID RESULTS Bid documents were sent out in March 2012 to thirteen (13) area contractors who either requested to be placed on a bidder's list or who have performed such work for the Village in the past. Notice of the bid was advertised in a local paper as required by Village policy and received bids were publicly opened on April 30, 2012. Page 2 of 2 BID RESULTS FOR GENERATOR MAINTENANCE SERVICES ($42,000) May 9, 2012 The following five (5) bidders responded: Contractor Year 1 Year 2 Total Bid Lionheart Critical Power Specialists PowerSource Illini Power Products Patten Power Steiner Electric $15,500 $19,500 $35,000 $20,655 $24,765 $45,420 $26,136 $35,866 $62,002 $26,254 $35,997 $62,251 $31,230 $43,509 $74,739 All bids met the bid requirements, had the proper signatures, and submitted appropriate bid deposits. All contractors who submitted bids appeared to have met all of the bid requirements and qualifications for time in business and for work/experience on similar sized generators in the metropolitan Chicago area. DISCUSSION The lowest cost proposal was from Lionheart Critical Power Specialists of Northbrook, Illinois. The firm has previously worked for the Village; providing generator repair work at one of the sanitary sewer lift stations. Their work was timely and responsive. Public Works staff called to verify references and the firm was considered responsive and capable by all. Lionheart is currently performing similar work for Schaumburg, Lake County 911 Center, and the City of Country Club Hills. Staff is recommending the firm, Lionheart, as the lowest, responsible bidder. As sampling and testing of the components may require additional repairs or parts, staff is requesting that a 20% contingency amount ($7,000) be allotted for the contract duration to cover such expenses. Sufficient funds exist in the current budget. The contract award for year 2013 will be limited to funding levels approved by the Village Board. RECOMMENDATION I recommend that the Village Board accept the lowest cost, responsible bid for Generator Maintenance Services from Lionheart Critical Power Specialists of Northbrook, Illinois for an amount not to exceed $42,000 ($35,000 base plus $7,000 contingency). Expenditures for year 2 of this 2 -year proposed contract will be limited to the amount authorized in the Village budget. Superintendent Director of Public Works