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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