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Home My WebLink About9.1 Motion to accept the proposal from Charles Equipment of Des Plaines, Illinois for the purchase and installation of one new replacement Cummins diesel-powered, emergency stand-by generator for Fire Station 13 for an amount not to exceed $192,390MORA r Item Cover Page Subject Motion to accept the proposal from Charles Equipment of Des Plaines, Illinois for the purchase and installation of one new replacement Cummins diesel -powered, emergency stand-by generator for Fire Station 13 for an amount not to exceed $192,390. Meeting June 2, 2026 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Fiscal Impact (Y/N) Y Dollar Amount $192,390-00 to be paid by insurance. $50,000 deductible paid by the Village. Budget Source Risk Management Fund Category VILLAGE MANAGER'S REPORT Type Action Item Information Fire Station 13 at 111 East Rand Road was placed into service in April 2020. As part of the facility's repurposing, an emergency generator was installed to provide continuous 24/7 electrical service to the station. The generator installed was a new Cummins 450 kilowatt (kW) unit powered by a 14.9 Liter diesel industrial engine with proprietary control and transfer equipment capable of fully powering the entire fire station if line power is lost. The generator set underwent annual preventative maintenance, including fluid inspections and analysis, as well as load bank testing, to ensure reliable operation during emergency conditions. Maintenance records indicate that the generator was in good operational condition. The generator came with a 200-hour / 2-year warranty. On April 7, 2026, scheduled preventative maintenance was being performed on the generator, including a load bank test, when the engine experienced a catastrophic mechanical failure for unknown reasons. The failure resulted in irreparable damage to the unit, including a large breach in the engine block, rendering the generator inoperable. Staff immediately coordinated the delivery and connection of a temporary generator to the facility to maintain continuous emergency backup power coverage. At the time of engine failure, the unit had only 257 hours on the engine and had only been operated during annual load bank testing and during weekly automated no-load, 30-minute exercise start-ups. Staff consulted with multiple industry experts regarding the incident and evaluated options to either repair or replace the damaged generator engine. Although such failures are uncommon, experts, including technical representatives from Cummins and from Christopher B. Burke Engineering, Limited, indicated they had encountered failures of similar magnitude in the past. Following these consultations, all parties agreed that complete replacement of the generator unit was the most appropriate course of action due to the potential for unknown or latent damage to other critical components, including the power generation system, electrical wiring, fuel system, and coolant system components. In addition, staff recommends procuring a Cummins replacement to leverage re -use of the existing power transfer equipment already installed at Fire Station 13. Installing a different manufacturer would likely require replacement of the power transfer equipment, resulting in an additional estimated $50,000 - $60,000 cost. Despite this anomalous, catastrophic failure, staff is comfortable with Cummins generators and have utilized them extensively and successfully for a long period of time. Most notably, the stand-by generator at the Public Works Facility and the stand-by generator at Fire Station 14 have been in use for more than 16 years without incident. Cummins generators are available through Sourcewell, a nationally recognized cooperative purchasing program that satisfies the Village's competitive purchasing and procurement requirements. Utilizing the Sourcewell cooperative purchasing contract allows the Village to streamline the procurement process while ensuring competitive pricing and compliance with applicable purchasing policies. The proposed purchase will be made through Sourcewell Contract #092222-CCM. Proposal Results Staff solicited proposals from Cummins -certified dealers for the removal and replacement of the failed generator unit. The requested scope of work included the disconnection and removal of the existing damaged generator, installation of a new replacement unit, reconnection of all associated electrical and mechanical systems, system startup, testing, and commissioning to ensure the facility's emergency backup power capabilities are fully restored. A total of two proposals were received and evaluated. The results are as follows: Bidder Remove and 10% Condition Total Replace Generator contingency Charles Equipment $174,900-00 $17,490.00 $192,390.00 Midwest Power $175,975-00 $17,597-50 $193,572-50 Discussion Charles Equipment and Midwest Power both supplied the Sourcewell Joint Purchasing Agreement Contract Price for the generator ($135,425.00). The cost difference between the two vendors is attributable to labor, equipment, and materials required for installation of the generator. Staff reviewed the submitted proposals for completeness, accuracy, and overall value and determined that Charles Equipment is the most qualified firm based on its competitive pricing, relevant experience, and demonstrated performance. Charles Equipment, of Des Plaines, Illinois, has previously performed generator -related work for the Village and has consistently met project expectations with respect to quality, responsiveness, and professionalism. In addition, reference checks conducted by staff indicate that Charles Equipment has successfully completed projects of similar size and complexity in a satisfactory manner. Based on this review, staff recommends awarding the project to Charles Equipment. Staff is also requesting authorization for a 10% contingency to address any unforeseen conditions or additional work that may be identified during the removal of the existing generator and installation of the replacement unit. The proposed contingency amount is $17,490, which would increase the total project authorization to $192,390. The Village's insurance carrier, the Illinois Risk Management Association (IRMA), will pay for most of this expense except for the Village's standard $50,000 deductible. Alternatives 1. Accept the proposal from Charles Equipment of Des Plaines, Illinois, for the replacement of the emergency backup generator for Fire Station 13. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends accepting the proposal from Charles Equipment of Des Plaines, Illinois, for the replacement of the emergency backup generator for Fire Station 13 for an amount not to exceed $192,390. Excluding a $50,000 deductible, this expense will be paid by the Village's insurance carrier. Attachments 1. Charles Equipment Proposal 2. Midwest Proposal C"HARLES EQUIPMENTENERGY SYSTEMS "'Engine Q r specialist since 530 Santa Rosa, Des Plaines IL. 6008 Office; (630) 34-6000 Fax: (630) 543-41 4 "Take advantage of our full line of rental generators, fight towers, ac units, heaters and power distribution equipment" QUOTATION NO. 4 6 2 3 REV 2 DATE: May 11th, 2026 TO: Mt. Prospect Fire Department HQ REF: Outdoor Emergency 111 E. Rand Road Generator Mt. Prospect, IL. 60056 Charles Equipment Energy Systems is pleased to have the opportunity to quote the following project. 1. Capture the existing fuel from the damaged unit sub -base tank. 2. Drain the coolant and engine lube oil from the damaged unit and dispose as per EPA guidelines. 3. Disconnect the electrical connections (power source cables, battery charger, block heater and remote annunciator). 4. Remove damaged unit, take ownership for scrap credit allowance. 5. Pressure wash existing concrete pad. 6. Customer to remove fence, CEES to add 40" of concrete pad extension north of existing to accommodate new unit. 7. Install new unit (see options), anchor to pad as needed. 8. Reconnection the electrical connections in reverse order as mentioned in item 3. 9. Fabricate exhaust coupling from new to existing tail pipe. 10. Transfer the captured fuel into the new unit, prime system. 11. Perform new engine start-up to include two (2) hour full name plate load bank test (customer to supply fuel). Perform one (1) hour scheduled operator training. 12. Pricing for a Cummins DEFJ is per Sourcewell contract 09222-CCM valid through November 22, 2026. Price Complete One (1) New Cummins DFEJ powered by a QSX I 5-G9. Level 2 Sound attenuated enclosure with a 56-hour fuel base tank. $ 174,900.00 plus tax and permits if necessary. In -stock (spec sheets available upon request). Price includes shipping to jobsite, install material and necessary travel and labor. TERMS & CONDITIONS: 50% down with order, balance due net 10 Days upon completion of start-up. Charles Equipment Energy Systems standard terms and conditions of sale, whether attached hereto or not, a copy of which is on file at the Charles Equipment Energy Systems Corporate office. Charles Equipment Energy Systems hereby objects to any additional or different terms set forth in Purchaser's request for quotation, specification, purchase order, or any other document of purchaser. Acceptance of additional or different terms must be specifically agreed to in writing by Charles Equipment Energy Systems. FOB: Jobsite QUOTATION EXPIRES: Dec 31st, 2026 Accepted: (Company) Signed: DELIVERY: Per Option Respectfully submitted, CHARLES EQUIPMENT ENERGY SYSTEMS *A W&fz�ew CEES Service Sales Representative Title: Date: I I 10 1111, 1 11 IM-Irk ff 'I'A10111112"I Allp''1140 Ialffi-] 11,111 " f fff 11'" Qty Extended Description Unit Price Price Line total G-20 Fire Station 1 Cummins DFEJ 450kw Generator. Please see $135,425.00 $135,425.00 submittal attached Labor and material to remove and install $40,550.00 $40,550.00 Cummins Generator set. All equipment needed is included in this cost. Startup with a 2 hr load bank will be completed by Cummins after install complete. NOTE: INCOMING FREIGHT IS NOT INCLDED. FREIGHT CHARGE WILL BE PRE - PAID BY fib, ,I, AND BILLED WITH FINAL INVOCE Subtotal $175,975.00 Sales Tax N/A ............ IWIdwest 11::Nmeir IllindUstiry, 11 11 C 4833 Prime Pkwy McHenry, IL 60050 I midwestpowe rind usty.com p.(815) 790-0974 I mwpi@midwestpowerindustry.com