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Item 4BCity of Southlake, Texas MEMORANDUM May 1, 2007 To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Public Works Director Subject: Award bid for the purchase of a 350 KW portable generator to Waukesha Pearce Industries, Inc. in the amount of $89,330.00. Action Requested: Award Bid for the purchase of a Trailer- Mounted Generator to Waukesha - Pearce Industries, Inc. Background Information: In order to provide sanitary sewer service throughout the City of Southlake it is necessary to pump a considerable amount of the wastewater to overcome differences in ground elevations. We operate twelve (12) sewer lift stations as a part of the routine delivery of wastewater in the city. In order to provide uninterrupted sewer service during power outages, we are able to maintain operation of all but two of these lift stations with the use of portable back -up pumps. Due to the size of the two remaining lift stations, the only reasonable means of operation during a power failure is with the use of a backup generator. Four bids were received on April 13, 2007 for the purchase of a portable generator capable of meeting the power requirements of these two lift stations. The bids have been reviewed by City's engineering consultant and their recommendation is attached. It is recommended that the City Council award the bid for the purchase of a trailer - mounted generator to Waukesha- Pearce Industries, Inc. for the price of $89,330.00. Financial Considerations: Funding for purchase of the backup power supply generator is provided in the FY -07 operating budget for Wastewater Utilities. Citizen Input/ Board Review: None Legal Review: The City Attorney reviewed and approved the bid document. Alternatives: The City Council may approve or deny this bid award. Supporting Documents: Engineer's recommendation. Staff Recommendation: Award Bid for the purchase of a Trailer- Mounted Generator to Waukesha - Pearce Industries, Inc. Staff Contact: Robert H. Price, P.E., Public Works Director Chuck Kendrick, Deputy Director of Public Works /Operations a a rE/- Z Deltatek Engineering April 17, 2007 Mr'. Chuck Kendrick Deputy Director of Public Works - Operations City of Southlake 1950 E Continental Blvd. Southlake, Texas 76092 Reference: Bid Review and Recommendation for Portable Generator RIF Lonesome Dove and Shady Lane Lift Stations City of Southlake, Texas Dear Mr, Kendrick: On April 13, 2007, City of Southlake received four (4) sealed bids for the purchase and delivery of 350 kW portable generator. Deltatek Engineering, has reviewed these bids and submits the following: SUNBELT RENTALS Bid submitted by Sunbelt Rentals for a lump sum of $12,593.75 is considered to be non- responsive bid for the following reason: Bid documents required 350 kW generator, Sunbelt Rentals submitted 25 kW generator. I have contacted Mr. Mike Grubb this aftemoon to discuss proposed cost submitted for the specified generator'. Mr. Mitchell acknowledged that he made an error by submitting; 25 kW generator in lieu of specified 350 kW generator. Therefore, I informed Mr. Grubb that bid submitted by Sunbelt Rentals will be rejected as non - responsive WAUKESHA- PEARCE INDUSTRIES INC. Bid submitted by Waukesha- Pearce Industrial, Inc. for a lump sum of $89,330.00 is responsive bid.. Therefore, it is our recommendation to award this purchase contract to Waukesha- Pearce Industrial, Inca for a lump sum of $89,330,00, Based on my phone conversation with Mr, Allen Mitchell this afternoon, he indicated that Waukesha - Pearce Industries, Inc, will honor their bid for' a total lump sum of $89,330,00 and deliver this equipment 210 calendar days after authorization to proceed. Should you have any questions, please call me at 469 -374 -9800. Sincerely, DELTATEK ENGINEERING %j4o / W * Bahram Niknam, P.E. Attachments: Bid Tabulation 14114 Dallas Parkway, Suite 480, Dallas, Texas 75254 (469) 374 -9800 Fax (469) 374.9801 email: bn @del €atekeng corn CITY OF SOUTHLAKE DEPARTMENT: WATER UTILRY 147 C.K. BID TABULATION FORM QUOTE DUE: 4.13.07 RFQ: RfQ0703A147CK700068 Farm Prepared By: DER RUSSEL Name of Vendor WAUKESIIA- PEARCE Date Prepared: 4.16.1007 HOLT EQUIPMENT INDUSTRIES, INC. A -C SALES SUNBELT RENTALS JIM HUGHES ALLEN MITCHELL CLAUDI WADE MIKE GRUBB Contact Name: 972.979.1785 817306.5920 817.831.8801 817.822.2987 Contact Number: 2001 N, LOOP 12, 850 E. INDUSTRIAL, PO BOX 7572, FT. 321 E. DALLAS, RD, Physical Address: IRVING, TX 75061 SAGINAW, TX 76131 WORTH, TX 76111 GRAPEVINE, TX 76051 ITEM Description: Purchase and Delivery Services of Trailer - Mounted Portable Generator (Complete — As specified in Appendix Item 1. A) $ 115,162.00 $ 89,330.00 S 96,955.00 $ 12,593.75 ff OIL DAYS A PTE R RECEIPT OF ORDER: 154 210 232 10 Total: $ 115,162.00 S 89,330.00 $ 96,955.00 $ 12,593.75 NOTE TO PURCHASING AGENT: Request award to for the following reason(s): Low Bid Delivery Time Emergency repair PURCHASING AGENT APPROVAL: DATE: TO CITY COUNCIL: