SR 09-11-2018 3A
City Council
Report
City Council Meeting: September 11, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Facilities Maintenance
Subject: Award Bid to Collicutt Energy Services for Generator Maintenance and Repair
Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4347 to Collicutt Energy Services, a California -based company, for
generator maintenance and repair services for the Public Works Department; and
2. Authorize the City Manager to negotiate and execute an agreement with Collicutt
Energy Services, in an amount not to exceed $200,000 for two years, with one
additional three-year renewal option, for a total amount not to exceed $425,000
over a five-year period, with future year funding contingent on Council budget
approval.
Summary
To ensure optimal performance and reliability of the City’s stationary emergency
generators, the Facilities Maintenance Division of the Public Works Department
contracts out generator maintenance and repair services for critical facilities citywide.
Staff recommends awarding Bid #4347 to Collicutt Energy Services for generator
maintenance and repair services for a total amount not to exceed $425,000 over a five -
year period.
Discussion
The Public Works Department maintains emergency generator systems at various
critical facilities, including the fire stations, the Public Safety Facility (PSF), Santa
Monica Main Library, and the Santa Monica Pier. All stationary emergency g enerators
receive routine preventative maintenance to ensure that they are operational 24 hours a
day to prevent generator failures during scheduled and unscheduled power outages.
Failure to maintain and repair these generator systems c ould cause severe power loss
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to Santa Monica Police and Fire operations as well as other City facilities deemed
critically important.
Immediate contracted services are needed to complete pending generator replacement
projects. The recommended services require specialized skills that in-house City staff
do not possess. These capital replacement projects would be completed during the f irst
two years of the contract, and staff anticipate s that these replacements would result in a
reduction in as-needed repairs for the subsequent three years.
The table below lists a breakdown of the amount that staff recommends awarding to
Collicutt Energy Services for generator maintenance and repair services:
Contract Term
Preventative
Maintenance
As-Needed
Repairs Amount
Year 1 25,000.00$ 75,000.00$ 100,000.00$
Year 2 25,000.00$ 75,000.00$ 100,000.00$
Year 3 25,000.00$ 50,000.00$ 75,000.00$
Year 4 25,000.00$ 50,000.00$ 75,000.00$
Year 5 25,000.00$ 50,000.00$ 75,000.00$
Total Amount Not to Exceed. 125,000.00$ 300,000.00$ 425,000.00$
Vendor Selection
Bid Data
Bid Posting Date Bid Posted On
Bid Advertised In
(City Charter &
Municipal Code)
# of
Vendors
Downloaded
# of
Submittals
Received
Date Publicly
Opened
03/21/2018 City's Online
Bidding Site
Santa Monica
Daily Press 30 05 04/16/2018
Submittals Received Vendor Selection Recommendation
Collicutt
Energy
Services
$16,857/Annual
Preventative
Maintenance
Municipal
Code SMMC 2.24.072
Duthie
Electric
Services
$19,359/Annual
Preventative
Maintenance
Evaluation
Criteria
Price, previous experience, ability to
deliver, quality of product, and
compliance with City specifications.
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Financial Impacts and Budget Actions
Staff seeks authority to award an agreement with Collicutt Energy Services for
generator maintenance and repair services.
Agreement Request
Request Amount
FY 2018-19 Budget
Public Works Department
Account #
Total Agreement Amount
$100,000 01500020.529480 $425,000
Future year funding is contingent on Council budget approval.
Yale
Chase
Equipment
&
Services,
Inc.
$27,201/Annual
Preventative
Maintenance
Bay City
Equipment
Industries,
Inc.
$45,238/Annual
Preventative
Maintenance
Best and
Lowest
Bidder
Collicutt Energy Services
Valley
Power
Systems
$66,797/Annual
Preventative
Maintenance
Best Bidder Justification
Collicutt Energy Services has satisfactorily provided generator maintenance and
prompt repair services for the City for the past three years. In addition, Collicutt Energy
Services continues to provide competitive pricing and displays valuable knowledge of
the City’s generator systems. Based on these criteria, staff recommends Collicutt
Energy Services, the lowest bidder, as the best bidder.
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Prepared By: Kyla Johnson, Senior Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. Collicutt Energy Services Oaks Form
REFERENCE:
Agreement No. 10745
(CCS)