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Item 19 - Auth. to Purchase an Emergency-Use Trailer-Mounted Portable Diesel Generator through Sourcewell Coop Purchase Agmt.July 20, 2021, Item #19DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT City of Poway July 20, 2021 Honorable Mayor and Members of the City Council Eric Heidemann, Director of Public Works i~ CITY COUNCIL Troy DePriest, Assistant Director of Public Works for Utilities 11>P (858) 668-4750 or tdepriest@poway.org Shadi Sarni, Principal Civil Engineer, Public Works S 5 (858) 668-4717 or ssami@poway.org Authorization to Purchase an Emergency-Use Trailer-Mounted Portable Diesel Generator through Sourcewell Cooperative Purchase Agreement To improve the reliability, redundancy and resiliency of the City of Poway's potable water system, the City is embarking on a significant capital improvement program referred to as the Water Infrastructure Improvement Program (Program). The Program includes substantial improvements to the ten (10) million-gallon storage reservoir (the Clearwell) at the Lester J. Berglund Water Treatment Plant, a new San Diego County Water Authority (SDCWA) treated water connection and pipelines providing redundancy to the existing single transmission pipeline on Lake Poway Road. The Lester J. Berglund Water Treatment Plant Clearwell Bypass Project is the first project in a series of projects that make up the Program. The Clearwell Bypass Project enables the replacement of the Clearwell by bypassing it. The bypass system has been designed and advertised for bids. Bids were opened on June 28, 2021. Construction is anticipated to begin in late September/early October 2021, following the City Council award of the construction contract to the lowest responsible bidder and approval of all contractor submittals and requirements. The bypass system consists of permanent and temporary pipelines, a pressure reducing station, two temporary water storage tanks, and a temporary pump station. The pump station is required to pump the treated water to the temporary tanks at the higher elevation. The pump station requires a backup emergency generator for emergency power. The Program has been discussed at City Council meetings on a number of occasions. The Program was brought to the City Council as an informational item, to provide updates and to request approval of the various components on March 18, 2020, June 16, 2020, October 20, 2020, November 17, 2020, March 16, 2021, April 20, 2021, and June 1, 2021. 1 of 8 July 20, 2021, Item #19The generator is to be used in emergencies such as power outages. The emergency generator is a trailer-mounted portable diesel generator, which is the same type of generator used by the Public Works Department for back-up power to specific crucial facilities. The intent is to use the generator for future needs at other locations when the temporary bypass pump station is no longer in service. Potential locations for future use of the emergency generator include the Lester J. Berglund Water Treatment Plant, as well as water pump stations and sewer lift stations in our system. The City is a member of several cooperative purchasing organizations and for optimal pricing, it is recommended that the emergency-use trailer-mounted portable generator be procured from Hawthorne CAT Power Systems through the Sourcewell Cooperative Purchasing Program. The total estimated cost for the trailer-mounted generator, sales tax, tandem axle trailer, Air Pollution Control District (APCD) permit, cables and connectors is $240,415.03. Recommended Action: It is recommended that the City Council authorize the purchase of a trailer-mounted portable diesel generator from Hawthorne CAT Power Systems, through the Sourcewell Cooperative Purchasing Program for a total estimated cost of $240,415.03. Discussion: The City of Poway's Public Works Department owns and maintains emergency back-up generators that serve as a secondary source of electrical power to specific crucial facilities. The generators are only permitted to be used when primary electrical power from San Diego Gas and Electric is disrupted, beyond the control of the facility. These generators are strategically placed at the Lester J. Berglund Water Treatment Plant, sewer lift stations and water pump stations. The Hawthorne CAT generator model is XQ425 rating; 340 kW/425 kVA Voltage; Diesel 1800 RPM and will be capable of providing emergency back-up power to these facilities. It is anticipated that it will take approximately 20 weeks for the City to take delivery of the trailer-mounted generator. Upon receipt of the generator, city staff will complete all necessary steps to get the generator into use, including proper registration and insurance as well as any necessary insignia, lights, or additional accessories. Environmental Review: This action is not subject to review under the California Environmental Quality Act (CEQA). Fiscal Impact: Sufficient funds are budgeted in the Capital Improvement Fund WTR0029 Clearwell Bypass Project, to authorize this purchase in the amount of $240,415.03. Public Notification: None. 2 of 8 July 20, 2021, Item #19Attachments: A. Hawthorne CAT Power Systems quote Reviewed/ Approved By: L------aserman Assistant City Manager 3 of 8 Reviewed By: Alan Fenstermacher City Attorney Approved By: c~ City Manager July 20, 2021, Item #19HAWTHORNE l:EI QUOTE#: ED-210083-1 City of Poway-Portable Genset To: Luis Carrillo Company: City of Poway/ Public Works Dep. Date: 6/11/2021 Quote Valid Through: 9/9/2021 Prepared By: ED DAWE Pricing Summary Thank you for the opportunity for Hawthorne Power Systems to work with you on this project. Below is a price breakout for the major items we intend to provide for this project, more detail can be found on the Bill of Materials sheets. If you would like to discuss our proposal in more detail please do not hesitate to contact me. Thank you! Item# 1 2 3 4 Qty 1 Basic Description XQ425 Portable Diesel Genset Multiple Voltage, 3-Phase, 4-Wire Enclosure: SA 76 dBA {Steel} Mounting: Tandem Axle Trailer Training Base Bid 1 Air Pollution Control Division SD Permit for new generator installation 1 Modifications and Cable Spare Set of Filters Posi-Loc Cables-SO' Startup and Load Test{@ Hawthorne CAT} Freight and Delivery to Customer 1 Sales Tax-7.75% Rate is based on delivery zip code If sales tax changes or is different upon delivery customer is responsible for additional amount Price Extended Price $ 189,398.00 $ 189,398.00 $ 5,100.00 $ 5,100.00 $ 28,625.00 $ 28,625.00 $ 17,292.03 $ 17,292.03 TOTAL: $ 240,415.03 Value Engineering & Optional Adders Hawthorne Power Systems San Diego, CA 4of8 ED DAWE EPG Sales Engineer ATTACHMENT A $ $ $ $ edawe@hawthornecat.com 808-342-1300 July 20, 2021, Item #19CITY OF POWAY-PORTABLE GENSET DETAILED BILL OF MATERIALS REV2 Summary: Updated BOM and price to include Posi-Loc terminals at genset and load cables. Removed ATS from Scope of Supply REV1 Summary: Provided an additional line item for the Automatic Transfer Switch LINE ITEM #1 EXTENDED DESCRIPTION: Diesel Engine Generator Set Qty. (1) CAT Generator Set Model: XO425 Rating: See Cutsheet for More info Voltage: See Cutsheet for More info Engine: Diesel 1800 RPM, ADEM A4 Electronic Engine Controller Certification: EPA Emergency Stationary Certified (Tier 4) Control Panel: Digital Control Panel EMCP 4.2B Digital Display Engine: Oil Pressure, Coolant Temp, Engine Hours, RPM Generator: Amps, Volts, Power Fault indication and fault logging Volt-free (Form C) Engine Run contacts Audible Alarm Circuit Breakers: Multiple Circuit Breakers SUSE Labeled Mounting System Generator set is suitable for outdoor installation DOT Trailer Tandem Axle Trailer Integrated Vibration Isolators Seismic Anchor Calculation Stamped by California PE Fuel System Fuel Filter (spin-on) Fuel/water separator Diesel Fuel base tank with See Cutsheet for More info Fuel Level Alarms: Enclosure: Critical Low, Low Fuel, High Fuel and Tank Leak Construction: Steel Generator set is suitable for outdoor installation Color: White Sound Attenuated Enclosure rated at 76 dBA at 23 feet, Construction: Steel 5 of8 July 20, 2021, Item #19Window-Control Panel Viewing External Emergency Stop Cooling System: Unit Mounted Radiator Rated for operation in 122°F ambient temperature 50/50 Antifreeze & Water Mixture Jacket Water Heater Low Coolant Level Shutdown Air Intake System Standard Duty Air Filter Crankcase Vent Filtration Exhaust System Critical grade exhaust silencer integral to enclosure Starting and Charging System: Electric Starting Motor 24V Lead Acid Engine-Starting Battery Battery Disconnect Switch UL Listed Battery Charger: 1 0A DC Maximum Charging Current Automatic Dual Rate (float/equalize) Charging NFPA 11 o Alarm Contacts Factory installed on equipment Jacket Water Heater (to facilitate quicker starting times) Onsite Testing, Startup, and Commissioning: CAT Startup Services with CAT certified technicians (includes lube oil and coolant) Building Load Test Cold Start Test and/or building load test Warranty: 2-year Limited Parts and Labor Warranty (24 months or 1000 hours). Other warranty options are available at additional cost. LINE ITEM #2 EXTENDED DESCRIPTION: San Diego-Air Pollution Control Permit per General Note #8 to be provided. This service includes Hawthorne CAT submitting the necessary permit for a New Generator Installation to SD-APCD. It does not include any additional after-treatment in the event it is required. LINE ITEM #3 EXTENDED DESCRIPTION: Posi-Lock cables and genset modifications: Qty. (1) CAT Generator Set Modification Install NEMA 3R enclosure box mounted on genset with 5 each connections: 480/277V Brown, Orange, Yellow, White, and Green (one each) Mounted on curbside of genset Qty. (5) Load Cables 600V 4/0AWG Type W Cable 6 of 8 July 20, 2021, Item #19Posi-lock at genset Brown, Orange, Yellow, White, and Green (one each) Cam-Lock at load Brown, Orange, Yellow, White, and Green (one each) Shipped Loose Posi-Lock Female Connectors (to be installed on cables at later date) NONE DELIVERY: VALUE ENGINEERING & OPTIONAL ADDERS: All equipment is delivered to jobsite-offloading is not included. TERMS OF PAYMENT: Terms to be established upon receipt of Purchase Order and completion of Hawthorne Machinery, Inc. customer account review. Terms may require down payment, COD, NET-10, or NET-30. GENERAL NOTES: 1. The quotation is based on the following documents (no other documents or plans have been reviewed): a. Bill of Materials is based on customer request, no bid documents have been reviewed. b. No other plans or specifications have been reviewed. 2. Proposal scope limited to items specifically listed in this proposal. 3. All "shipped loose items" are for contractor installation 4. Fuel for startup or testing not included. Approximately 50 gallons of fuel are required for testing. 5. Diesel Emergency Generator -The San Diego Air Pollution Control District may require that owners/developers complete a Health Risk Assessment (HRA) for the facility as part of a new source permit to operate the generator. The HRA considers many factors on site as well as the surrounding area and environment. The costs associated with the HRA or add-on particulate control systems are NOT included in our proposal. If after an HRA is performed and particulate reduction equipment is required, we will provide information and costs associated with the addition of emission control equipment 6. If equipment is not for resale or buyer does not have resale tax certificate on file with Hawthorne Power Systems then tax at the applicable rate will be charged. 7. Scope of Work/Supply is based on all onsite work being performed M-F 8AM-4PM. Weekend and/or overtime service hours are available. A copy of our non-standard service rates is available upon request. Four (4) week notice is required for field service. SINCERB.Y, ED DAWE 7 of 8 July 20, 2021, Item #19TERMS & CONDITIONS "Hawthorne's Power Sales Terms and Conditions (available at www.hawthornecat.com/terms) are hereby incorporated by this reference with the same force and effect as if set forth in full herein." 1. A 3% credit card surcharge (of total transaction amount) will be assessed for all purchases greater than $3,000.00. Additionally, prior approval is required for credit card purchases greater than $3,000.00. SUBMITTED BY: --------------------------------------APPROVED BY: DATE: ------------------------------------COMPANY/FIRM: --------------------------------------PO#: ------------------------------------------8 of 8