Explanation
BACKGROUND: This ordinance is for the option to purchase Generator Preventive Maintenance (PM) and Repair Services and to provide for the rental, if required of additional generators on an as needed basis by the Fleet Management Division of the Department of Finance and Management, the largest user, to maintain and repair the City's fleet of emergency generators and to provide for the rental, if required of additional generators to protect the City's operations. This contract is necessary to maintain the reliability and readiness of the City's emergency back-up generators. The term of the proposed option contract will be through April 30, 2014 with the option to extend this contract subject to mutual agreement for Two (2) additional one (1) year periods. The Purchasing Office opened formal bids on February 23, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004244.l,). Sixty seven (67) Bids were solicited (M1A-1). Five (5) Bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidders:
J.D. Power Systems, LLC CC#263637530 (expires 6-24-2013)
Total Estimated Annual Expenditure: $75,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
This ordinance is being submitted as an emergency because, the bid process was delayed due to the need to update the City's equipment inventory as listed in the contract and the current contract is due to expire on April 30, 2012. A lapse in contract could potentially lead to unsatisfactory repair of generators.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. The Division of Fleet Management will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
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