Item 4M - MemoItem 4M
UCITY OF
SOUTHLAKE MEMORANDUM
(November 01, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize expenditures with Waukesha -Pearce Industries, Inc.
(WPI) for the purchase of generator equipment and for the
preventative and corrective maintenance services of all City
facilities back-up generators in an amount not to exceed
$100,000.
Action
Requested: Authorize expenditures with Waukesha -Pearce Industries, Inc. (WPI)
for the purchase of generator equipment and for the preventative and
corrective maintenance services of all City facilities back-up
generators in an amount not to exceed $100,000.
Background
Information: Southlake Public Works utilizes the services of a third party to
conduct preventative and corrective maintenance to the facilities
back-up generators. Services provided by WPI include annual
generator preventative maintenance inspection to all City facilities,
as well as repairs to ensure City facilities continue to operate during
unforeseen power outages.
In the FY 2023 adopted budget, City Council allocated funds for the
replacement of the existing back-up generator at DPS West Station
facility; estimated cost of this project is $62,200. The existing
generator has been installed since 2000 and has been a
maintenance and operational concern for several years, with
expenses and repairs totaling over $30,000 from 2015 to date. In
purchasing and installing a new back-up generator, the Public Safety
services in the building will remain in operation during power
outages.
Financial
Considerations: The City's purchasing policy for the purchase of generator equipment
is met through a purchasing cooperative agreement through
BuyBoard contract #597-19. BuyBoard is a purchasing cooperative
of the Texas Association of School Boards (TASB). Each awarded
vendor has met strict Competitive Bidding Process guidelines
established by TASB administration. (Attachment A).
Page 1 of 3
Item XX
For the preventative and corrective maintenance services, the City's
purchasing policy are met through an ILA with the City of Plano. On
September 15, 2020, the City of Plano awarded its contract #2020-
0375-AC for generator maintenance to WPI; this contract is for a
three-year service period (Attachment B).
Below are the budgeted amounts for each FY 2022 project with WPI:
WPI Projects
Cost (est.)
City Facility Generators
$
5,904
Pearson Pump Station
$
6,700
Contingency
$
25,196
DIPS West Station Back -Up Generator
$
62,200
Total
$
100,000
Funding for the purchase of generator equipment and preventative
and corrective maintenance services of all City facilities back-up
generators are available in the FY 2023 Facility Maintenance Fund
and the Facilities Operating Budgets. Expenditures will not exceed
budgeted funds.
Strategic Link: This item links to the City's Strategy Map strategic focus area of
Safety & Security, Infrastructure, and Performance Management &
Service Delivery. It specifically relates to the City's Corporate
Objectives, Cl: Achieve The Highest Standards Of Safety &
Security, B6: Optimize Use Of Technology, and F2: Invest To
Provide & Maintain High Quality Public Assets. The Critical Business
Outcome is, CBO6: Invest To Maintain Strong Public Safety To
Ensure A Low Crime Rate And Effective Emergency Response.
Citizen Input/
Board Review: None.
Legal
Review: None.
Alternatives: The City Council may approve or deny the request.
Staff
Recommendation: Authorize expenditures with Waukesha -Pearce Industries, Inc. (WPI)
for the purchase of generator equipment and for the preventative and
Page 2 of 3
Item XX
corrective maintenance services of all City facilities back-up
generators in an amount not to exceed $115,000.
Supporting
Documents: Attachment A: BuyBoard Contract #597-19
Attachment B: City of Plano Contract #2020-0375-AC
Attachment C: 2023 WPI Service Quotes
Staff
Contact: Rob Cohen, Director of Public Works
Page 3 of 3