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Staff Report 3.A 12/07/2007
CITY OF PETALUMA, CALIFORNIA AGENDA BILL &A December 17, 2007 Agenda Title: Resolution Approving the Project Budget and Meeting Date: December 17, 2007 Authorizing the Purchase of One New 300 kW Portable Emergency Generator Meeting Time: ® 3:00 PM ❑ 7:00 PM Category: ❑ Presentation ® Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business Department: Director: Contact Person: Phone Number: Water Resources & Michael Ban, P.E Margaret Orr, P.E. 843-1326 Conservation Cost of Proposal: $95,000 Account Number: 8200-54210 Amount Budgeted: $120,000.00 Name of Fund: Wastewater Fund Attachments to Agenda Packet Item: • Agenda Report • Resolution Attachment A — Agenda Report from September 10, 2007 Approving Purchase of New Portable Generator for the Community Center Summary Statement: The new Ellis Creek Water Recycling Facility is mandated by the State Water Resources Control Board to have a back up source of power for critical equipment in case of an emergency. To meet this requirement, the plant will be constructed with one central permanently mounted generator and one trailer mounted generator. The permanently mounted generator is being supplied and installed under the Ellis Creek Water Recycling Facility construction contract. This agenda item requests authorization to purchase the portable generator. The portable generator needed for the Ellis Creek WRF is 300 kW, which is the same size generator recently procured and purchased by the Public Works Department for the Community Center, in response to Council direction provided on September 10, 2007. The Department of Water Resources and Conservation would like to take advantage of a clause in Community Center generator's purchase agreement which allows the City to purchase additional generators at the bid price. This action would eliminate many of the administrative costs of developing a separate bid package and conducting a separate bid, while ensuring the generator is purchased at a competitive price. The benefit of using the in place contract is that the City will have two same make and model generators that can be utilized to support the City during a variety of emergency scenarios and the bid price received was very favorable. Recommended City Council Action/Suggested Motion: City Management recommends the City Council approve the resolution authorizing the purchase of one new 300 kW portable emergency generator from California Diesel & Power. Reviewed by Admin. Svcs.rr: I Reviewed by City Attorney: Anrbv City Manager: to, 414 Date: I iJ ((, Date: Date: Rev. #1 12-11-07 Date Last Revised: File: 5:\water resources & conservation\Wastewater\ 8300\10 wpcp o&m\portable generator - 2007Wgenda portable generator purchase 13-4-2007 Rev #l.doc CITY OF PETALUMA, CALIFORNIA DECEMBER 17, 2007 AGENDA REPORT FOR RESOLUTION APPROVING THE PROJECT BUDGET AND AUTHORIZING THE PURCHASE OF ONE NEW 300 KW PORTABLE EMERGENCY GENERATOR EXECUTIVE SUMMARY: The new Ellis Creek Water Recycling Facility is mandated by the State Water Resources Control Board to have a back up source of power for critical equipment in case of an emergency. To meet this requirement, the plant will be constructed with one central permanently mounted generator and one trailer mounted generator. The permanently mounted generator is being supplied and installed under the Ellis Creek Water Recycling Facility construction contract. ThiE agenda item requests authorization to purchase the portable generator. The portable generator needed for the Ellis Creek WRF is 300 kW, which is the same size generator recently procured and purchased by the Public Works Department for the Community Center, in response to Council direction provided on September 10, 2007. The Department of Water Resources and Conservation would like to take advantage of a clause in Community Center generator's purchase agreement which allows the City to purchase additional generators at the bid price. This action would eliminate many of the administrative costs of developing a separate bid package and conducting a separate bid, while ensuring the generator is purchased at a competitive price. The benefit of using the in place contract is that the City will have two same make and model generators that can be utilized to support the City during a variety of emergency scenarios and the bid price received was very favorable. City Management recommends the City Coimcil approve the resolution authorizing the purchase of one new 300 kW portable emergency generator from California Diesel & Power. 2. BACKGROUND: The Ellis Creels Water Recycling Facility will treat all of the City's wastewater when put on line. The regulations that the plant urust meet in order to operate are detailed in the City's discharge permit issued by the Regional Water Quality Control Board. One of the requirements of the permit is that the facility have two sources of power to operate critical processes and equipment in order to ensure that it can continue to treat the wastewater in an emergency without violating any permitted water quality standards. The best and most economical way to provide the secondary (emergency) power is to use diesel generators. City Management, along with its consulting engineering team, analyzed different scenarios for providing back up power for the Ellis Creek WRF, including using one large generator, or several small ones installed throughout the plant, or a combination of the two. Based on the analyses, the team concluded that the lowest cost approach with the greatest flexibility was to install one permanent generator and use one trailer mounted portable generator. The permanent generator installed at the Ellis Creek site is a 2,000 kW unit. To power the entire facility would have required a 1,000 kW unit. In an emergency the engineer has designed the system to shed non -emergency loads thus providing the treatment units with most of the available power. Adding the portable generator allows the City to power buildings and facilities not connected to the plant -wide generator as necessary. Thus the most cost effective solution was determined to be a permanent 2,000 kW emit with portable trailer mounted 300 kW unit. This approach saved the Ellis Creels project $500,000 to $750,000 in generator costs alone. The portable generator requested for the Ellis Creek WRF is 300 kW. This past summer the Public Works Department conducted a successful procurement for a new 300 kW portable generator for the Community Center. The lowest responsible bid was submitted by California Diesel & Power, located in Martinez, CA. Council authorized the City to enter into a contract to purchase a portable generator for the Community Center on September 10, 2007. The Department of Water Resources and Conservation would like to take advantage of a clause in the purchase agreement (Section B.8 in the contract) that allows the City to purchase additional generators under the sante contract using already approved terms and conditions. Using the in place agreement has the benefit of saving the City development, review and legal costs, and provides additional maintenance savings by having two same make and model generators in its inventory. This enables the different City departments to pool resources more easily in an emergency and potentially use the equipment in a greater variety of situations. 3. ALTERNATIVES: Purchase a portable generator through the existing contract as approved by Council on September 10, 2007. Department of Water Resources and Conservation Staff can develop a separate bid package and go through another bidding process. Issue a change order to the Ellis Creek WRF construction contractor to furnish a portable generator. 4. Take no action. 4. FINANCIAL IMPACTS: The City received competitive bids and City Management and the engineering team supporting the Ellis Creek Water Recycling Facility agree that the low bid is reasonable and very favorable. The following is the breakdown of the estimated costs: Generator (300 kw) Connector Receptacle (must match Ellis Creek) Cable (60 -feet) Subtotal Tax Design/Project Management Extended Warranty Start-up/testing Delivery Total Round To $ 72,192.00 $ 1,800.00 $ 2.500.00 $ 76,492.00 $ 5,928.13 $ 7,500.00 S 2,400.00 $ 1,450.00 S 1.000.00 $ 94.770.13 95.000.00 The estimated total cost is $95,000.00. The purchase will be funded from the Sewer operations and maintenance budget which was set at $120,000 for this purchase. CONCLUSION: The most expedient, and cost efficient way to procure the portable trailer mounted generator for the Ellis Creek Water Recycling Facility is to use the in place agreement with California Diesel and Power. This will save the City money by reducing additional administrative and consultant costs to develop a separate bid package and conduct a separate bid. Another advantage of using the in place contract is that the City will have two same make and model generators that can be utilized in a wider manner to support the City during a variety of emergency scenarios. 6. RECOMMENDATION: City Management recommends the City Council approve the resolution authorizing the purchase on one new 300 kw portable emergency generator from California Diesel & Power. AUTHORIZING THE PURCHASE OF ONE NEW PORTABLE EMERGENCY GENERATOR WHEREAS, the purchase of a 300 kw Portable Generator is included in the Department of Water Resources and Conservation Fiscal Year 2007-2008 Operations & Maintenance Budget to support State Water Board redundancy requirements; and WHEREAS, in accordance with the City of Petaluma Charter and Municipal Code, California Public Contract Code Section 20162 and other applicable law, the City of Petaluma solicited bids for the Project; and WHEREAS, the City Council on September 10, 2007 adopted Resolution no. 2007- 159 N.C.S authorizing City staff to purchase a portable generator from California Diesel and Power; and WHEREAS, the City staff has verified that California Diesel and Power is qualified to furnish a second generator under its current contract with the City and is willing to extend the pricing received until December 31, 2007 and this generator has been verified to meet the requirements for the Ellis Creek Water Recycling Facility; and NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PETALUMA AS FOLLOWS: 1. Approves a project budget of $95,000 for a generator purchase for the Ellis Creek Water Recycling Facility, related electrical design work, and project administration. 2. Approves the purchase of a 300 kW portable generator from California Diesel & Power. 3. Directs staff to proceed with the project as described 4. The above recitals are true and correct and hereby declared to be findings of the City Council of the City of Petaluma. 5. This Resolution shall become effective immediately. 6. All portions of this Resolution are severable. Should any individual component of this Resolution be adjudged to be invalid and unenforceable by a body of competent J urisdiction, then the remaining Resolution portions shall be and continue in full force and effect, except as to those Resolution portions that have been adjudged invalid. The City Council of the City of Petaluma hereby declares that it would have adopted this Resolution and each section, subsection, clause, sentence, phrase and other portion hereof, irrespective of the fact that one or more section subsection, clause sentence, phrase or other portion may be held invalid or unconstitutional. 0 11 1 1 I'll I I rL't'ALUMA, September 10, 2007 > 2enda Title: Meeting Date: tesolution Approving the Project Budget and Authorizing the Purchase of September 10, 2007 ane New 30OKW Portable Emergency Generator from California Diesel & 'ower, in the amount of $96,427.27 Meeting Time: © 3:00 PM ❑ 7:00 PM �ategory: ❑ Presentation FX1 Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business 111 )enartment:Direeto : Contact Person 'ublic Works I Vince are g Larry Zimmer A. ost of Proposal: $96,427.27Generator Purchase $21,500.00 Additional Project Costs �LmountBudueted: $150,000 i-ttachments to Agenda Packet Item: 1. Resolution Phone Number: 776-3674 Account Number: 3100-C100108 Name of Fund: Community Facilities Community Development Block Grant 2. Invitation to Bid #08-001 - Portable Emergency Generator, with Bid Proposal from California Diesel & Power 3ummary Statement: Che Community Center, which has been designated as a community emergency shelter does not currently have an rlternate power source in the event of an outage. Additionally, since a portion of City operations are managed =om City Hall, it is important that City staff be able to continue to perform operations.utilizing computers and )hones in the event of a sustained power outage. Staff has been directed to pursue the purchase and installation of r portable generator, the cost of which would likely be paid for by the savings from lost staff time during a power )utage. Invitation to Bid packages were sent to six vendors, and an Invitation to Bid was printed in the Argus Courier. Two vendors responded with bids, including California Diesel & Power, located in Martinez, CA, in the amount :)f $96,427.27, and Cummins West Inc., located in San Leandro, CA, in the amount of $119,740.75. After -eviewing the bids, staff recommends awarding a contract to the lowest bidder, California Diesel & Power, in the amount of $96,427.27. This amount includes a $2,400.00, two year, 2000 hour, extended warranty. Community,Facilities (Project #C100108) CIP funds will be used to augment $50,000 allocated by a Community Development Block Grant for the purchase of a new portable generator. The same CIP funds will be used for the additional project costs. Recommended Citv Council Action/Suggested Motion: Approve the additional project costs for $21,000, and authorize the purchase of one new 300KW portable emergency generator from California Diesel & Power, located in Martinez, CA, in the amount of $96,427.27 Reviewed by Admin. Svcs. Dir: Reviewed by ON A nev: Approve �itv Manager: Date: Date: Date: Rev.#I Date Last Revised: I File: S:tCti' Di;isi,_ui`Pr*jccis'+C'omm�mily F,16Llies (&lise) �'.Ujplt�5=cneruu�5'Dcsiep::;i0Pt1!i:-C'ir Cntnicit CITY OF PETALUMA, CALIFORNIA SEPTEMBER 10, 2007 AGENDA REPORT FOR RESOLUTION APPROVING THE PROJECT BUDGET AND AUTHORIZING THE PURCHASE OF ONE NEW MEW PORTABLE EMERGENCY GENERATOR FROM CALIFORNIA DIESEL & POWER, IN THE AMOUNT OF $965427.27 1. EXECUTIVE SUMMARY: The Community Center, which has been designated as a community emergency shelter does not currently have an alternate power source in the event of an outage. Additionally, since a portion of City operations are managed from City Hall, it is important that City staff be able to continue to perform operations utilizing computers and phones in the event of a sustained power outage. Staff has been directed to pursue the purchase and installation of a portable generator, the cost of which would likely be paid for by the savings from lost staff time during a power outage. Invitation to Bid packages were sent to six vendors, and an Invitation to Bid was printed in the Argus Courier. Two vendors responded with bids, including California Diesel & Power, located in Martinez, CA, in the amount of $96,427.27, and Cummins West Inc., located in San Leandro, CA, in the amount of $119,740.75. After reviewing the bids, staff recommends awarding a contract to the lowest bidder, California Diesel & Power, in the amount of $96,427.27. This amount includes a $2,400.00, two year, 2000 hour, extended warranty. Community Facilities (Project #C100108) CIP funds will be used to augment $50,000 allocated by a Community Development Block Grant for the purchase of a new portable generator. The same CIP funds will be used for the additional project costs. 2. BACKGROUND: The Community Center is the largest City -owned building with adequate public facilities, including a working kitchen, whose interior spaces are not dedicated to any one specific function. This makes it a suitable facility to open to the Petaluma community during a city-wide emergency. In order to provide adequate emergency shelter, it is necessary to assure reliable power by way of a backup generator that runs on an alternate power source. Additionally, City Hall has experienced intermittent power outages that, in one recent event, required the release of many staff members from the balance of their work day. The City is required to continue to pay staff time when adequate heat and lighting cannot be provided. City Hall's existing generator is not adequate to provide power sufficient to S:\CIP DivisionTrojects\Community Facilities (Mise) C100108\Genera1nrs\Des1gn\330 PCDC-City Counci1L007.09.10 2 Generator ITB 05-001 Portable Genemtor.doe 9 maintain the work force. The generator will reside at Lucchesi Community Center, but being portable allows its use at other locations throughout the City, as needed. On January 22, 2007, City Council authorized the allocation of Community Development Block Grant funds in the amount of $50,000 to purchase a generator for the Lucchesi Community Center. Upon authorization, staff pursued a contract with an electrical engineer for the generator specifications, which were provided in the bid documentation. If the award of this bid is approved by City Council, staff will issue a purchase order to California Diesel & Power for the manufacture and delivery of the generator. At the time of generator delivery and installation, an electrician will need to make slight modifications to the building's electrical system. All design and specification work was completed previously by a registered electrical engineer in preparation for the Invitation to Bid. The entire process will continue to be overseen by City staff. 3. ALTERNATIVES: — A. Award the bid to California Diesel & Power in the amount of $96,427.27. B. Decline the bids and provide Public Works with alternate direction. 4. FINANCIAL IMPACTS: This Purchase Order will result in a Community Development Block Grant and Community Facilities Fund expenditure in the amount of $96,427.27. Total project costs are as follows: Electrical Engineer Design $ 6,500.00 Generator Purchase $ 96,427.27 Building Electrician Work $ 5,000.00 Project Management/Admin $ 10.000.00 TOTAL $117,927.27 5. CONCLUSION: Following approval of the project and funding, City staff will execute a Purchase Order with the generator company and work towards a successful installation at the Community Center. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION: The work on this project will be completed with minimal disruption to staff and will enable the Community Center and City Hall to operate effectively during an emergency or prolonged power outage. RECOMMENDATION: Adopt the resolution approving the project and accept the proposal. S:\CII' Division\Pmjecls\Community Facilities (Mise) C10010S\Gcncmtors\Desig0330 PCDC-City Council L007.09.10 Genemtur ITB 08-001 Portable Gencrutor.doc 10 Resolution No. 2007 -XXX N.C.S. of the City of Petaluma, Califomia APPROVING THE PROJECT BUDGET AND AUTHORIZING THE PURCHASE OF ONE NEW 300ICW PORTABLE EMERGENCY GENERATOR FROM CALIFORNIA DIESEL & POWER, IN THE AMOUNT OF $96,427.27 WHEREAS, the Community Center has been identified as an emergency shelter; and, WHEREAS, City staff has identified the need and benefit for an alternate power generator at the Community Center and City Hall; and, WHEREAS, City staff has worked diligently with an electrical engineer to develop a specification and executed a public bid process for a generator; and, WHEREAS, City Council has approved the re -allocation of Community Development Block Grant funds to be used for the purchase and installation of a generator at the Lucchesi Community Center by Resolution 2007-015. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City hereby: I. Approves a project budget of $117,927.27 for a generator purchase for the Lucchesi Community Center and City Hall, related electrical design, electrical work and project administration. 2. Approves the purchase of a 30OW portable generator from California Diesel & Power in the amount of $96,427.27. 3. Approves the allocation of $67,927.27 of CIP funds, in addition to Community Development Block Grant finds previously allocated, for the purchase of a generator for the Community Center and City Hall and related work. 4. Directs staff to proceed with the project as described. Under the power and authority conferred upon this Council by die Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a Regular meeting on the 100' day of September, form: 2007, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Cleric City Attorney Mayor Resolution No. 2007-XXh1N.C.S. 4 CITY OF PETALUMA, CALIFORNIA INVITATION TO BID PORTABLE EMERGENCY GENERATOR BID DATA ATTACHMENT 2 Purchasing Office Finance Department Steven Carmichael, Director of Admin Services BID NUMBER: 08-001 COMMODITY TITLE: Portable Emergency Generator BUYER: Public Works Department BUYER TELEPHONE: 707-778-4474/Fax 707-776-3675 ISSUE DATE: Wednesday, July 11, 2007 BID OPENING DAY/DATE: TIME: LOCATION/ MAIL ADDRESS: BID CONTENTS Section A: Section B: Section C. Section D: Section E: Section F. Thursday, August 2, 2007 2:00 PM City Clerk's Office City of Petaluma 11 English Street Petaluma, CA 94952 Instructions to Bidders Terms and Conditions Bid Specifications Exceptions to Specifications Additional Information Sealed written responses must be received at the address above no later than the date, time and location indicated for the Bid Opening. Submittal by fax is not acceptable. Do not mail bids to Purchasing Office. ITB n 08-001 1 7/5/2007 12 `J SECTION A INSTRUCTION TO BIDDERS THIS IS NOT AN ORDER. BUT AN INVITATION FOR BID. General: This Invitation to Bid (ITB) serves as a notice inviting bids in accordance with Petaluma Municipal Code 4.04.080. The City of Petaluma is seeking bids for the following: ITB 08-001 PORTABLE EMERGENCY GENERATOR A firm fixed price purchase order will be issued for a Portable Emergency Generator per specifications, terms and conditions, and other provisions outlined below. 1. Bid Preparation A. Obtaining Contract Documents: The contract documents are entitled "Portable Emergency Generator" and can be obtained at the office of Public Works, Phone No. 707- 778-4474, upon payment of $5.00 (non-refundable) for each set of contract documents. At the bidder's request and expense, the contract documents can be sent by overnight mail. B. Bid format: Bids must be typewritten or prepared in hilt and must be submitted on the forms provided in this Invitation for Bid. No oral, telegraphic, telephone or facsimile bids will be accepted. C. Conformance to bid requirements: Bids must conform to the requirements of the Invitation for Bid. All necessary attachments (certifications, bid bond, list of subcontractors, etc.) must be submitted with bid and in the required format. Failure to comply with all requirements may result in bid rejection. D. Exceptions: Any deviation from the bid specifications, plans, terms and conditions may result in bid rejection. E. Signature on bid: Bids must be signed in ink by an authorized representative of the bidder. Signature on a bid certifies that the bid is made without connection with any person, firm or corporation malting a bid for the same project and is in all respects fair and without collusion fraud. Signature on the bid also certifies that bidder has read and fully understands all bid specifications, plans, terms and conditions. F. Modifications: Modifications or erasures made before bid submission must be initialed in ink by the person signing the bid. Bids, once submitted may be modified in writing before the time and date set for bid closing. Any modifications shall be prepared on company letterhead, signed by an authorized representative and state the new document supersedes or modifies the prior bid. Modification must be submitted in a sealed envelope 1T13 # 08-001 13 7/5/2007 V, clearly marked "Bid Modification" and identifying the ITB number and closing date. Bidders may not modify bids after the bid deadline. G. Bid withdrawals: Bids may be withdrawn in writing on company letterhead signed by an authorized representative and received by the City Clerk's office prior to the deadline. Bids may be withdrawn in person before bid closing time upon presentation of appropriate identification. 2. Bid Submission Bids must be received prior to the deadline noted on the cover sheet and below. No bid received after the deadline time and date will be considered. To assure vour bid is nronerly received, note the ITB number (08-001) date and time of the deadline in the lower left hand corner of vour envelone. 3. Bid opening: The bids received will be onened after the 2:00 P.M. deadline on Thursday. August 2, 2007. - 4. Bid Evaluation and Award A. Award of Purchase or Contract: Purchases or contracts shall be awarded to the lowest responsible bidder. In determining the lowest responsive and responsible bidder, the following shall be taken into consideration: 1. The quality, suitability and efficiency of the item; 2. The total life cycle cost of the equipment; 3. The delivery, discount terms and all other conditions submitted in the bid; 4. The reputation of the equipment, the service reputation of the bidder, and all other information and data required to prove the responsibility of the contractor. B. The City Council shall reserve the right to reject any or all bids in, whole or in part and may waive any irregularities or informalities in any bids. 5. Results of the ITB: A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than 30 calendar days after bid opening. 6. If you have any questions pertaining to the material contained herein, contact Diane Ramirez, Capital Improvements Project Manager, 707-776-3658. 7. The deadline for submitting bids is 2:00 PM on Thursday. August 2.2007, at the Citv of Petaluma, Cleric's Office, Citv Hall, 11 English Street. Petaluma CA 94953. Do trot send bids to the Purchasing Office. 8. SECTIONS C (Bid). D (SDecifications). E (EXCeDtinnS to Snecifications). and F (Additional Information) ARE TO BE COMPLETED IN FULL AND SUBMITTED. Failure to complete all sections, submit all required information prior to the deadline will result in your bid not being considered for evaluation. Please retain SECTIONS A & B. ITB 4 08-001 14 7t5noo7 SECTION B TERMS AND CONDITIONS 1. DEFINITIONS: "Contract' means the entire written agreement between the parties, including but not limited to the Invitation to Bid or Request for Quotation and its specifications, terms and conditions; instructions to bidders; change notices, if any; the accepted bid; and the purchase order or price agreement document: "Contractor" means a person or organization with whom the City of Petaluma has contracted for the purchase of equipment, material and supplies. "City" means the City of Petaluma, California. 2. STANDARD AND SPECIAL TERMS AND CONDITIONS: The terms and conditions on these pages are standard to City contracts for the purchase of equipment, materials and supplies. There may also be special terms and conditions in an Invitation to Bid or Request for Quotation which apply only to this contract. 3. MATERIAL AND EOUIPMENT SPECIFIED BY NAME: Whenever any material or equipment is specified by patent or proprietary name or by the name of the manufacturer, unless stated differently. such specification shall be considered as if followed by the words "or acceptable eoual". whether or not such words appear. The Contractor may offer material or equipment with equal or better qualities and performance in substitution for those specified which he considers would be in the City's interest to accept. No verbal offers for substitution will be acknowledged or considered from contractors, distributors, manufacturers or subcontractors. Any such offers shall be made in writing to the Purchasing Officer for consideration with the submission of the proposal and the Contractor shall include sufficient data which, together with any other data the City may require, will enable the City to assess the acceptability of the material or equipment. Such acceptance by the City shall not relieve the Contractor from full responsibility from the efficiency and quality and performance of the substitute material or equipment, in the same manner and degree as the material and equipment specified by name. It should be understood that specifying a brand name, components and/or equipment in these specifications shall not relieve the Contractor from full responsibility to produce the products in accordance with the performance warranty and contractual requirements. The Contractor is responsible for notifying the City of any inappropriate brand name, component and/or equipment that may be called for in the specifications, and to propose a suitable substitute for consideration. 4. MATERIALS & WORICYIANSHIP: Materials used shall be of the best quality and applied in accordance with approved recommendations of the manufacture thereof. 5. AWARD: The City of Petaluma reserves the right to accept bids on individual items listed, on group items, or on the proposal as a whole; to reject any and all bids; to waive any informality or irregularity in the bids; and to accept the bid that appears from all consideration to be in the best interest of the City of Petaluma_ In determining and evaluating the best bid, the prices will not necessarily be controlling, but quality, equality, efficiency, utility, general terns, delivery, suitability of the equipment/material offered, maintainability of the equipment/material offered, and the reputation of the equipment/material in general use will also be considered with any other relevant factors. ITB 4 08-001 4 7/5/2007 1s 1 6. ORDER ACKNOWLEDGMENT: The successful Contractor, after receipt of a City of Petaluma Purchase Order, shall be required to furnish the City Purchasing Officer, when made available, a copy of the factory order acknowledgment or production date(s) for the equipment/material ordered. 7. .NOTICES: Except as otherwise specifically provided in this Invitation to Bid and the resulting Purchase Contract or Purchase Order, any notice, submittal or communication required or permitted to be served oa a party hereto, maybe served by personal delivery to the person or the office of the Contractor. Service may also be made by certified mail or recognized overnight delivery service, postage prepaid, to the person and address stated in the Invitation to Bid and/or the resulting Contract or Purchase Order. 8. OPTION TO INCREASE OUANTITY OF ORD , D UNITS: The City reserves the right to increase the quantity of ordered units shown on this Invitation to Bid by issuance on the original purchase order or an additional purchase order not later than thirty (30) days after award of bid. The successful Contractor agrees to famish to the City the additional ordered units at the unit price offered in this bid. 9. MODIFICATION: The City of Petaluma, at any time prior to the delivery date specified on the resulting Purchase Order or Purchase Contract, may issue a written change order for any modifications. Such modifications shall be the result of negotiation and agreement between both parties. Oral change orders are not permitted. No change in this Invitation to Bid or resulting Purchase Order or Purchase Contract shall be made unless the City of Petaluma gives its prior written approval from the Purchasing Office. The Contractor shall be liable for all costs resulting from any unauthorized changes to the Invitation to Bid, Purchase Order or Purchase Contract. 10. BREACH OF CONTRACT: Should Contractor breach any of the provisions of this contract, the City reserves the right to cancel this contract upon written notice to Contractor. Contractor shall be liable for any and all damages incidental and consequential suffered by the City as the result of the Contractor's breach of contract. The City shall have any and all remedies provided under the law in the event of a breach of contract by Contractor. In the event of repeated breach of public and/or private contracts, Contractor shall be subject to disqualification as a bidder on City contracts 11. TERMINATION OF CONTRACT TO PURCHASE: If at any time, in the opinion of the City Manager, 1) Contractor fails to conform to the requirements of this contract; 2) Contractor seeks relief under any law for the benefit of insolvents or is adjudicated bankrupt; 3) any legal proceedings are commenced against Contractor which may interfere with the performance of the contract; or 4) Contractor has failed to supply an adequate working force, or material of proper quality, or has failed in any other respect to prosecute the work with the diligence and force specified and intended in any by the terms of the contract, notice thereof in writing may be served upon the contractor; and should he neglect or refuse to provide means for a satisfactory compliance with the contract as directed by the Purchasing Officer within the time specified in such notice, the City Manager in any such case shall have the right and power, at its option and without prejudice to any other right it may have, to terminate the contract. Any excess of the cost arising there from will be charged against the Contractor and contractor's sureties, who will be liable thereof. In the event of such termination, all monies due the Contractor or retained under terms of the contract shall be forfeited to the City; but such forfeiture will not release the Contractor or Contractor's sureties from liability for failure to fulfill the contract. 12. TITLE: Title to the equipment/material shall pass to the City at the F.O.B. Destination point designated under the delivery clause below, subject to the right of the City to reject upon inspection. 13. WARRANTIES: Unless otherwise stated, all equipment shall be new and current model and shall carry full factory warranties. Contractor warrants all equipment and supplies delivered to be free from defects in ITB 4 08-001 5 7/5/2007 16 q labor, material and manufacture and to be in compliance with the warranty stipulated in the bid specifications. All implied and expressed warranty provisions of the Uniform Commercial Code are incorporated in this contract. All warranties shall run to the City. 14. DELIVERY: All deliveries shall be F.O.B. destination with all transportation and handling charges prepaid by the Contractor. Responsibility and liability for loss or damage shall remain with Contractor until final inspection and acceptance by the City when responsibility shall pass to the City except as to latent defects, fraud and Contractor's warranty obligations. 15. INSPECTION AND TESTING: The City reserves the right and shall be at liberty to inspect and test all materials and workmanship at times and places determined by the City, and shall have the right to reject all materials and workmanship which do not conform with the equipment/material specification provided; however, the City is under no duty to make such inspection. Should it be determined, after inspection, that corrections are needed to bring the equipment/material up to the specifications of the bid award, die City, for the purpose of earning the discount, may extend the date of complete acceptance beyond the date of delivery. If Contractor is unable or refuses to correct such goods within a time deemed reasonable by the City, the City may cancel the order in whole or in part. Nothing is this paragraph shall adversely affect the City's right as buyer. 16. ACCEPTANCE AND PAYMENT: Acceptance shall be made at the time all equipment/material is operational and in proper working order as determined by and to the satisfaction of the City of Petaluma - Acceptance of the equipment/material shall be determined on the basis of technical completeness, performance and adherence to the operational requirements and functions of the specifications. Payment will be scheduled within thirty (30) days upon complete delivery and acceptance of all equipmentlmaterial and receipt of an original invoice for the equipment/material complying with the terms and conditions of the award. The City reserves the fgirt to withhold up to ten percent (10%) of the purchase price in the event there is a conditional acceptance. In connection with any cash discount specified on the bid form, time will be computed from the date of complete acceptance of the equipment/material, or from date correct invoices are received in the Citv Finance Office. 11 Enalish Street P.O. BOX 61. Petaluma CA 94952, if the latter date is later than the date of complete acceptance. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the City check or transfer of funds. 17. ASSIGNMENT AND SUBCONTRACTING: The Contractor shall not assign or subcontract the work, or any part thereof, without the previous written consent of the City, nor shall he/she assign, by power of attorney or otherwise, any of the money payable under this contract unless written consent of the City has been obtained. No right under this contract, nor claim for money due or to become due hereunder shall be asserted against the City, or persons acting for the City, by reason of any so-called assignment of this contract or any part thereof, unless such assignment has been authorized by the written consent of the City. In case the Contractor is permitted to assign monies due or to become due under this contract, the instrument of assignment shall contain a clause subordinating the claim of the assignee to all prior liens for services rendered or materials supplied for the performance of work. Should any subcontractor fail to perform in a satisfactory manner the work undertaken by the subcontractor, Contractors subcontract shall be immediately terminated by the Contractor upon notice from the City. The Contractor shall be fully responsible and accountable to the City for the acts and omissions of Contractor's subcontractors, and of persons directly or indirectly employed by them, as the Contractor is for the acts and omissions of persons directly employed by him. Nothing contained in this contract shall create any contractual relation between any subcontract and the City. ITB 4 08-001 6 7/5/2007 17 10 18. FEDERAL AND STATE TAX: The City is exempt from excise taxes and transportation tax- Tax exemption certificates will be signed for merchandise delivered to the City upon request. Kindly bid without these taxes. Transportation tax requires no exemption certificates, but goods must be consigned to the City. California sales tax of 7.5% will be paid in accordance with the contract payment schedule. 19. SEVERABILITY: If any provision of this contract is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular provision held to be invalid. 20. CONOLIANCE WITH APPLICABLE LAWS: Contractor shall comply with all federal, state and local laws, codes, regulations and ordinances applicable to the provision of goods to be purchased under this contract. Failure to comply with such requirements shall constitute a breach of contract and shall be grounds for contract cancellation. Damages or costs resulting for noncompliance shall be the sole responsibility of Contractor. 21. GOVERNING LAW, JURISDICTION. VENUE: This contract shall be governed and construed in accordance with the laws of the State of California, without resort to any jurisdiction's conflict of laws rules or doctrines. Any claim, action, suit, or proceeding (collectively "the claim") between the City (and/or other agency or department of the City) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Superior Court of Sonoma County for the State of California. Provided, however, if the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Northern California. Contractor hereby consents to thejurisdiction of said courts. 22. WAIVER: Failure of the City to enforce any provision of this contract shall not constitute a waiver or relinquishment by the City of the right to such performance in the future nor of the right to enforce any other provision of this contract. 23. CALIFORNIA OSHA RULES AND REGULATIONS: All machinery, materials, supplies and equipment furnished shall be in full accordance with all currently applicable Cal/OSHA rules and regulations. Contractor or Contractor warrants that lie and each of his subcontractors shall, in performance of this contract or purchase order, comply with each and every compliance order issued pursuant to Cal/OSHA. The Contractor or Contractor assumes full and total responsibility for compliance with Cal/OSHA standards by his subcontractors as well as himself. The cost of complying with any compliance order and payment of any penalty assessed pursuant to Cal/OSHA and the cost of placing non -conforming machinery, supplies, materials and equipment in compliance with Cal/OSHA shall be home by the Contractor or Contractor. Contractor or Contractor shall save, keep and hold harmless the City, and all officers, employees and agents thereof, from all liability, cost or expenses in law or in equity which may at any time arise or be set up because of Contractor's or Contractor's, or his subcontractors', non-compliance or alleged non-compliance with Cal/OSHA requirements, or failure to provide machinery, materials, supplies or equipment which conforms to Cal/OSHA. Nothing contained herein shall be deemed to prevent the Contractor or Contractor or his subcontractors from otherwise allocating between themselves responsibility for compliance with Cal/OSHA requirements; provided, however, that the Contractor or Contractor shall not thereby be, in any manner whatsoever, relieved of his responsibility to the City as hereinabove set forth. 29. SAFETY AND HEALTH REOUIREMT•;NTS- Equipment and supplies supplied shall comply with all federal Occupational Safety and Health Administration (OSHA) requirements. ITB 4 08-001 7 7/5/2007 M 25. MATERIAL SAFETY DATA SHEETS: Contractor shall provide the City with a Material Safety Data Sheet for any equipment and/or supplies provided under this contract, which may release or otherwise result in exposure to a hazardous chemical under normal conditions of use. In addition, Contractor must label, tag or mark such goods. 26. PATENTS AND ROYALTIES: The Contractor, if his bid is accepted, shall defend any and all suits and assume all liability for the use of any patent process, device or article forming a part of the apparatus or any appliance furnished under the contract. All costs involved in fees, royalties or claims for any patented invention, article, process or method that may be used upon or in any manner connected with the supply of this material/equipment shall be paid by the Contractor. Should the Contractor, his agent or employees or any of them be enjoined from furnishing or using any invention, article, material or plans supplied or required to be supplied or used under the contract, the Contractor shall promptly substitute other articles, materials or appliances in lieu thereof equal finish, efficiency, quality, suitability and market value, and satisfactory in all respects to the City. Or in the event that the City elects, in lieu of such substitution, to have supplied and to retain and use any such inventions, articles, materials or plans as may be required to be supplied, the Contractor shall pay such royalties and secure such valid licenses as may be requisite for the City, its officers, agents, and employees, or any of them to use such invention, article, materials or appliances without being disturbed or in any way interfered with by any proceeding in the law or equity on account thereof. Should the Contractor neglect or refuse to make the substitution promptly or to pay such royalties and secure such licenses as may be necessary, then in the event the City shall have the right to make such substitution or the City may pay such royalties and secure such licenses and charge the Contractor even though final payment under the contract may have been made. 27. INDEAMTY AND HOLD HARMLESS AGREEMENT: Contractor agrees to accept all responsibility for loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the City, its officers, agents and employees, from and against any and all actions, claims, damages, disabilities, or costs of litigation that may be asserted by any person or entity, arising out of or in connection with the performance by Contractor hereunder, whether or not there is concurrent, passive or active negligence on the part of the City, but excluding liability due to the sole active negligence or willful misconduct of the City. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor or its agents under Workmen's Compensation acts; disability benefits acts or other employee's benefits acts. Contractor shall be liable to the City for any loss or damage to City property arising from or in connection with Contractor performance hereunder. 28. FORCE MAJEURE: Neither parry to this contract shall be held responsible for delay or default caused by fire, riot, acts of God and /or war, which is beyond that party's reasonable control. The City of Petaluma may terminate this contract by written notice after determining such delay or default will reasonably prevent successful performance of the contract. 29. BUSINESS TAX: Contractors who are awarded a City contract, must pay a City business tax pursuant to City Ordinance. 30. YEAR 2000 COMPLIANCE: All products offered by the contractor as well as third party components of the solution must be Year 2000 Compliant. The software/hardware design to ensure year 2000 compliance shall include, but not be limited to, century recognition of dates, calculations that correctly compute same century and multi century formulas and date values, and interface values that reflect the century, None of these products should require any modification because of date issues arising between now and the next one - hundred years into the future. In any changes are required, the contractor will make the changes at no cost and in a time frame that is acceptable to the City. 1T6 # 08-001 8 7/5/2007 19 12- SPECIAL TERMS AND CONDITIONS 1. ILLUSTRATIVE AND TECHNICAL DATA: Bidder shall submit with his bid complete and current illustrative and technical data on the proposed equipment/material. Failure to provide this information may be sufficient to declare the bid non-responsive. 2. DEALER PREPARATION: Bid prices must include all necessary dealer preparation applicable to new equipment, and destination delivery charges from the factory to the dealer. 3. DELIVERY: Failure by the successful Contractor to notify the City of Petaluma immediately of any delivery beyond the stated date or terns is cause for him to be held responsible for damages incurred as a result of an extended delivery time. Prior to delivery the equipment /material shall be completely assembled as necessary to assure proper operation and function. All equipment/material, spare parts and supplies shall be delivered F.O.B. destination, delivery charges prepaid and added, to the following location: CITY OF PETALUMA COMMUNITY CENTER 320 N. MCDOWELL BLVD PETALUMA CA 94954 4. DELIVERY CHARGES: Delivery charges to the City of Petaluma shall be listed as a separate line item in Section D. 5. EXTENDED WARRANTY: The required warranty is described in Section D. 6. OTHER AGENCY "PIGGY -BACK" PROCUREMENTS: 011ier municipalities, fire districts or public agencies may be interested in participating in this bid. Such "piggy -back" awards will be made independently by each agency, and the City is not an agent, partner or representative of these agencies and is not obligated or liable for any action of debts that may arise out of such independently negotiated "piggy -back' procurements. Section D includes a space for making the vendors willingness to allow other agencies the opportunity to "piggy -back." ITB 9 08-001 9 7/5/2007 20 1 3 SECTION C PORTABLE EDTERGENCIr GENERATOR The City desires to purchase a Portable Emergency Generator in accordance with the specifications and lernis and conditions contained in this ITB. I. Portable //E,,,mergency Generator Make Model 2. Add alternate control N5 t All - 3. Sales Tax 4. Delivery $ 1 . no o . LTi7 5. TOTAL U t t`� �j Lc" . (� b. Add Alternate: Extended Warranty �jQ ( IPIatude J Delivery Information: +(A) C'�Scalendar days after receipt ofpurchase order. Bid Item Available For Other Agency "Piggy-BacW' Procurement: Yes X No .................»...,.,....,...,»...,».....,,....,»,.............,,.».,..,....,...,...<.,................,.... The undersigned declares that before preparing this bid, helshe carefully read the specifications and requirements for Bidders and that this bid is made With full knowledge of the kind, quality and quantity of services and equipment to be furnished, and this bid is as stated on documents submitted in response to the City's Invitation to Bid. The undersigned offers and agrees, if this bid is accepted, within forty-five (45) calendar days from date of opening, to furnish any or all of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s) within the time specified. . Discounts will be allowed for prompt payment: 0 percent, 10 calendar days; a percent, 20 calendar days; a _percent, 30 calendar days. COMPANY: rA, I -F IIT) ICA, D 1 e JIu'!l cf poujulr ADDRESS: 16t,, KI A.l-Ii i 1 -oxo - CITY, STATE, ZIP CODE: kAA r -i i n Q -2- . C H *+E5 5 4 i -7� , SIGNATURE OF PERSON AUTHORIZED TO SIGN- TYPED NAME OF SIGNER: USA t' A IP/_d IrJ(ti TITLE: 5Ie —7 TE•LEP14ONE -o910&,X44?-a5cWcF1970:�bATE: --11,9 1 )0 1 ITB #08-001 10 7!512007 21 1 q SECTION D SPECIFICATIONS PORTABLE EMERGENCY GENERATOR GENERAL: It is the intent of these specifications to describe the minimum requirements for a Portable Emergency Generator. The generator shall be a new model, current year production. The generator shall be supplied with all equipment and accessories indicated as standard equipment in the manufacturer's published literature. All equipment/options are to be factory installed. If the equipment/options are not available as factory installed, dealer installed equipment/accessories may be acceptable. The bidder is to specify those items which will be dealer installed. Special items needed to bring the generator up to the specifications herein shall be accepted only if they are the manufacturers regular or approved factory options. The generator shall meet or exceed the construction and performance specifications described in the following specifications. Contractor shall indicate below, by marking yes or no, whether the generator it proposes to sell to the City complies with the Specifications listed below. Any deviations from the specifications set forth herein shall be noted and explained in Section E, Exceptions to the Specifications. In order to receive full consideration, bid must follow these specifications and the Invitation for Bid's Terms and Conditions and instructions. SPECIFICATIONS: To be completed by bidder and attached. to Section C (Bid) These spccifteotions describe a pail able generator unit whieb is permanently mounted [an trailer to be used for emergencyclectricut generation at any City mned building. All Spccificalions if' this dncumanl lire the minimum allowed. PART I — GENERAL A. WORIC INCLUDED Provide a complete and operable portable emergency/standby electric generating YES NO system, including all devices and equipment specified herein and required for the service. Equipment shall be new, factory tested, and delivered ready for operation (Kohler, Model 300REOZDD; Caterpillar, Grant; or approved equal). Provide and install a complete trailer with fuel system. '-V Provide a generator main circuit breaker. K Provide submittals and shop drawings_ A Warranty shall be provided for all products against defects in materials and X workmanship for one-year period from the start-up date. Provide add alternate pricing for extended coverage limited warranty for minimum additional two-year term. YES NO ITB 1108-001 11 7/5P_007 The supplier shall be the manufacturer's authorized distributor, who shall provide initial start-up services, conduct field acceptance testing, and warranty service. The supplier shall have 24-hour service availability and factory -trained service technicians authorized to perform warranty service on all products provided. Manuals: Operators and spare parts manuals shall be provided for all system equipment. The manuals shall include outline, interconnection, wiring, and control drawings accurately describing the equipment provided. The manuals shall 2C provide ladder logic for all programmable logic controllers in the system. The Contractor shall prepare all necessary documentation for any permits required for generator operation in the City, County and State. X :lX1�tC�L�-i1�ART2 ��RC)DUCTt� �f���{1�� dDCU{Yle7'}%'+�1Gt'l Diesel Engine -Generator Set:. 1800 rpm, diesel engine generator set. 300KW/375KVA, at 0.8 PF, emergency standby rating. System voltage of 277/480 volts AC, 3 phase, 4 wire, 60 hertz. Prototype Tests and Evaluation: Prototype tests shall have been performed on a complete and functional unit; component level type tests will not substitute for this requirement. Prototype testing shall comply with the requirements ofNFPA 110 for level 1 system. PERFORMANCE Voltage regulation shall be plus or minus 0.5 percent for any constant load between no load and rated load_ Random voltage variation with any steady load X from no load to full load shall not exceed plus or minus 0.5 percent. Frequency regulation shall be isochronous from steady state no load to steady state rated load. Random Frequency variation with any steady load from no load jE to full load shall not exceed plus or minus 0.25 percent The diesel engine -generator set shall be capable of single step load pick up of 100% nameplate kW and power -facto , less applicable derating factors, with the X engine-aenerator set nt operating temperature. ENGINE—shall be diesel with radiator and cooling fan The horsepower rating of the engine at its minimum tolerance level shall be sufficient to drive the alternator and all connected accessories. Two cycle engines X are not acceptable. An electronic governor system shall provide automatic isochronous frequency regulation. Skid -mounted radiator and cooling system rated for full load operation in 122 degrees F (50 degrees C) ambient as measured at the generator air inlet. Radiator h/ shall be provided with a duct adapter flange. The equipment supplier shall fill the cooling system with 50/50 ethylene glycol/water mixture. Rotating parts shall be guarded against accidental contact per OSHA requirements. An electric starter capable of three complete cranking cycles without overheating. �c Positive displacement, mechanical, full pressure, lubrication oil pump_ x Full flow lubrication oil filters with replaceable spin -on canister elements and X dipstick oil level indicator. YES NO An engine driven, mechanical, positive displacement fuel pump. Fuel filter with _)� ITIS ff 08-001 12 715!2007 23 1 (9 replaceable spin -on canister element. y Replaceable dry element air cleaner with restriction indicator. yr Flexible supply and return fuel lines. k Engine mounted battery charging alternator, 45 -ampere minimum, and solid-state voltage regulator. Emissions to conform to tier 3 non -road regulations per EPA regulations and local and state codes and ordinances_ AC GENERATOR Specify Class H insulation for low voltage machines, class F for medium voltage, 80 degree C. temperature rise generator. The AC generator shall be; synchronous, four pole, 2/3 pitch, revolving field, drip -proof construction, single pre -lubricated sealed bearing, air cooled by a direct drive centrifugal blower fan, and directly connected to the engine with flexible drive disc. All insulation system components shall meet NEMA MGI temperature limits for Class H insulation system. ` f d The generator shall be capable of delivering rated output (kVA) at rated frequency .and power factor, at any voltage not more than 5 percent above or below rated voltage. h A permanent magnet generator (PMG) shall be included to provide a reliable source of excitation power for optimum motor starting and short circuit performance. The PMG and controls shal l be capable of sustaining and regulating x current supplied to a single phase or three phase fault at approximately 300% of rated current for not more than 10 seconds ENGINE -GENERATOR SET CONTROL The generator set shall be provided with a microprocessor -based control system, which is designed to provide automatic starting, monitoring, and control functions for the generator set. The control shall be mounted on the generator set The control shall be vibration isolated and prototype tested to verify the durability of all components in the ` f d system under the vibration conditions encountered, The control shall be UL508 listed, CSA282-M1989 certified, and meet IEC8528 part 4. All switches, lumps, and meters shall be oil -tight and dust -tight, and the enclosure door shall be gasketed. There shall be no exposed points in the control (with the door open) that operate in excess of 50 volts. The controls shall meet or exceed the requirements of Mil -Sid 461C part 9, and IEC Std 80 1.2, 8013, and x 8015 for susceptibility, conducted, and radiated electromagnetic emissions. The entire control shall be tested and meet the requirements of IEEE587 for voltage surge resistance. Tile generator set mounted control shall include the following features and functions: Tlu•ee-position control switch labeled RUN/OFF/AUTO. ±� Red "mushroom -head" push-button EMERGENCY STOP switch. yr Push-button RESET switch. Push-button PANEL LAMP switch. Generator SetACOutput Metering: 4{ ADD ALTERNATE CONTROL YES No Multi -pole voltageswitch120/208Volt,277/480Volt. �$ Manual switch. �{ ITB 4 08-001 13 7/5/2007 24 1 f7 Analog gauges. I V I GENERATOR SET ALARM AND STATUS MESSAGE DISPLAY The generator set shall be provided widt alarm and status indicating lamps to indicate non -automatic generator status, and existing alarm and shutdown X conditions. The lamps shall be high-intensiLy LED type. The lamp condition shall be clearly apparent under bright room lighting conditions. X The generator set control shall display the following alar and shutdown conditions on a digital displaypanel: Low oil pressure (alar) .( Low oil pressure (shutdown) X Oil pressure sender failure (alar) X, Low coolant temperature (alar) High coolant temperature (alarm X High coolant temperature (shutdown) �{ Engine temperature sender failure (alar) X Low coolant level (alarm or shutdown -selectable) X Fail to crank (shutdown) x Overcrank (shutdown) X Overspeed (shutdown) k I Low DC voltage (alarm) High DC voltage (alarm) J( Weal: battery (alar) X I Low fuel-daytank (alarm) X High AC voltage (shutdown) k Low AC voltage (shutdown) >( Under frequency (shutdown) x Over current (warning) k Over current (shutdown) X I Short circuit (shutdown) k Ground fault (alarm)(when required by code or specified) y Over load (alar) y Emergency stop (shutdown) a I ENGINE STATUS MONITORING - The following information shall be available from a digital status panel on the generator set control: Engine oil pressure (psi or kPA). 3 Engine coolant temperature (degrees F or C) both left and right bank temperature shall be indicated on V -block engines. ;C Engine oil temperature (degrees F or Q. }! Engine speed (rpm). Number of hours of operation (hours). Number of start attempts. ITB It 08-001 14 YES NO I 7/5/3007 25 1,9 Battery voltage (DC volts). ALTERNATOR CONTROL FUNCTIONS The generator set shall include an automatic voltage regulation system,.which is matched, and prototype tested with the governing system provided. It shall be immune from mis-operation due to toad -induced voltage waveform distortion and provide a pulse width modulated output to the alternator exciter. The voltage regulation system shall be equipped with three-phase RMS sensing and shall control buildup of AC generator voltage to provide a linear rise and limit overshoot. The voltage regulation system shall include a torque -matching characteristic, which shall reduce output voltage in proportion to frequency below a threshold of 59 Hz. The voltage regulator shall include adjustments for gain, damping, and frequency roll -off. Adjustments shall be broad range, and made via digital raise -tower switches, with an alphanumeric LED readout to indicate setting level. The voltage regulation system shall include provisions for reactive load sharing and electronic voltage. Motorized voltage adjust pot is not acceptable for voltage matching. Controls shall be provided to monitor the output current of the generator set and initiate an alarm when load current exceeds I10% of the rated current of the generator set on any phase for more titan 60 seconds. The controls shall shut down and lock out the generator set when output current level approaches the thermal damage point of the alternator. Controls shall be provided to monitor the ICW load on the generator set, and initiate an alarm condition when total load an the generator set exceeds the generator set rating for in excess of 5 seconds. Controls shall include a load -shed control to operate a set of dry contacts (for use in shedding customer load devices) when the generator set is overloaded. An AC over/under voltage monitoring system, which responds only to true RMS voltage conditions, shall be provided. The system shall initiate shutdown of the generator set when alternator output voltage exceeds 110% of the operator -set voltage level for more than 10 seconds, or with no intentional delay when voltage exceeds 130%. Under voltage shutdown shall occur when the output voltage of the alternator is less than 85% for more than 10 seconds. A battery monitoring system shall be provided which initiates alarms when the DC control and starting voltage is less than 25VDC or more than 32 VDC. During engine starting, the low voltage limit shall be disabled, and if DC voltage drops to less than 14.4 volts for more than two seconds a "weak battery" alar shall be initiated. Y BASE The engine -generator set shall be mounted on a heavy-duty steel base to maintain X alignment between components_ The base shall incorporate a battery tray with hold-down clamps within the rails. GENERATOR SET AUXILIARY EQUIPMENT AND ACCESSORIES res _ too Engine mounted, thermostatically controlled, water jacket heater. Tile heater(s) i shall be sized as recommended by the engine manufacturer. ITB 9 09-001 15 7/512007 26 t a Vibration isolators, spring/pad type, quantity as recommended by the generator set manufacturer, Isolators shall include seismic restraints. ?{ Starting battery bank:, calcium/lead antimony type, 24 volt DC, sized as recommended by the generator set manufacturer, shall be supplied for each generator set with battery cables and connectors. Exhaust muffler(s) shall be provided size and type as recommended by the generator set manufacturer. The mufflers shall be critical grade_ Exhaust system v shall be installed according to the generator set manufacturers recommendations and applicable codes and standards. A UL Iisted/CSA certified 10 amp voltage regulated battery charger shall be provided for the engine -generator set. The charger will be mounted in a surface mounted NEMA 3R enclosure. Input AC voltage and DC output voltage shall be as required. Chargers shall be equipped with flont, taper and equalize charge settings. OUTDOOR WEATI-IER PROTECTIVE. SOUND ATTENUATED ENCLOSURE Generator set housing shall be as provided, factory -assembled -to generator set base and radiator cowling. Housing shall provide ample airflow for generator set a{ operation at rated load in the ambient conditions previously specified. The housing shall have hinged side -access doors and rear control door. yt Sound attenuated enclosure:-72dBA at 7 meters. 3{ Critical muffler mounted inside. N All doors shall be lockable. X The painting process sh611 result in a protective coating which meets the following requirements: All sheet metal shall be primed for corrosion protection and finish painted with the, manufacturers standard color using a two step electro coating paint process, or equal meeting the performance requirements specified below. All surfaces of all metal parts shall be primed and painted. ,,� Primer thickness, 0.5-2.0 mills. Top coat thickness, 0.8-1.2 mils. X Gloss, per ASTM D523-89, 80% plus or minus 5%. Gloss retention after one year shall exceed 50%. Crosshatch adhesion, per ASTM D3359-93, 4B -5B, J( Impact resistance, per ASTM D2794-93, 120-160 inch -pounds. Humidity, per ASTM D2247-92, 1000+ hours. Water Soak, per ASTM D2247-92, 1000+ hours. Painting of hoses, clamps, wiring harnesses, and other non-metallic service parts shall not be acceptable. Fasteners used shall be corrosion resistant, and designed to minimize marring of the painted surface when removed for normal installation or service work. TRAILER AND BASE TANK Manufacturer Qualifications: Manufacturer shall have a minimum len years' experience in the design and construction ofUnderwriters Laboratories (UL) listed sub base tank systems. ITB 0 08-001 16 X x X x YES NO •X I I 7/5/2007 27 2.A Trailer/sub base tank unit shall be Tramont approved equivalent. I k I Trailer Design and Construction shall include the following: Integral sub base (generator base) tank. I Tandem axle. W Load rated for combined totnl weight of engine, generator, equipment and full fuel $C/ tank. All steel heavy formed channel construction (tongue and side). Integral cross -members at generator set mounting points_ �c Trailer tongue constructed as bolt -on extension of side channels with n cross member providing triangulation support point for standard tongue jack and k continuing to an adjustable hitch. i I Heavy duty tongue jack nr Fenders constructed of formed steel and bolted to side channels. Non-skid material on top surface of fenders. ?l Torflex hydraulic or electric brake axle bolted to trailer frame, k 115" or 16" tire and wheel assemblies to conform to axle ratings. X Adjustable height ball couple 2 5/16" ball or 3" pinile eye. Heave duty safety chains, including slip book. Two 5000 Ib. rear stabilizer jack stands bolted to rear cross member. x ICC lighting with (6) wire connector. k Electrical components meeting Department of Transportation requirements, I including rear tail lights, reflectors and wire harness. ?_ Tongue -mounted, waterproof hinged and gasketed cable storage box: Storage box includes lockable side -mounted hasp. Trailer and accessories are chemically cleaned prior to painting. Trailer Finished with epoxy primer coat and gloss black acrylic enamel paint. Sub Base Tank construction shall include the following: Be Tramont orapproved equivalent. W Be constructed in accordance with Underwriters Laboratories Standards. $C/ Be constructed in accordance.with Flammable and Combustible Liquids Code, NFPA 30; The Standard for Installation and use of Stationary Combustible Engine and Gas Turbines, NEPA 37, and The Standard for Emergency and Standby Power IV Systems, NFPA 110. Be rectangular in 'shape. Include reinforced steel box channel for generator support, with load rating of 5,000 i lbs_ per generator set mounting holes. S� Be pressure washed with an iron phosphate solution. Interior shall be coated with a solvent -based film rust preventative, providing inter -operational protection, and primed and finish painted with black gloss enamel paint. Be shipped with a certificate of Structural/Mecbanical Integrity, certifying that it has met UL standards through rigorous testing and has demonstrated specified capabilities. The Sub Base Tank shall include the fellowi_ng Fittings: M NO Appropriately sized for diesel fuel supply for 12 hours of operation at full generator j� output. I Fuel return fitting. Ijl ITB 8 08-001 17 71512007 28 21 2" NPT for normal vent. k NPT for emergency vent, sized as appropriate. k +I 2" NPT for manual till. 1! NPT for level gauge, sized as appropriate. k 3/8"NPT basin drain (tank drain if single wall). I 7" NPT for level alarm. j! NPT fitting for leak detection alarm. The Fuel Containment Basin shall include the following: Sub base tank shall include a welded steel containment basin, sized at a minimum of 110% of the tank capacity to prevent escape of fuel into the environment in the k event of a tank rupture. Leak Detection System: A fuel containment basin leak detector switch shnll be ` provided. X Sub Base Tank venting shall include the following: Normal venting: Normal venting shall be sized at 2" NPT in accordance with The American Petroleum Institute Standard No. 2000, for venting atmospheric and low Y� pressure storage tanks. Tank shall be provided with atmospheric (normal) vent cap with screen. a/ Emergency venting: The emergency vent NPT fitting shall be sized to accommodate the total capacity of both normal and emergency vents, and is not less than that derived from NFPA 30, Table 2-8, based on wetted surface area of the tank (calculated based on 100% ofprimary tank Sub Base Tank testing shall include the following: Primary tank sections shall be pressurized at 3-5 psi and leak -checked to ensure j integrity of sub base weld seams. l Containment basin shall be leak -checked by means of weld penetrant and ultraviolet 7C light. PART 3 —EXECUTION FACTORY TESTS Equipment supplied shall be fully tested at the factory for function and performance. Generator set factory tests on the equipment shall be performed at rated load and rated PF. Generator sets that have not been factory tested at rated PF will not be acceptable. Tests shall include: run at fullload, maximum power, voltage regulation, transient and steady-state governing, single step load pickup, and function of safety shutdowns_ All test results to be reviewed by the City Engineer prior to shipping. INSTALLATION YES No The contractor, in accordance with final submittals and conlmct documents, shall provide the equipment. Equipment shall be in accordance with manufacturer's instructions and instructions included in the listing or labeling of UL listed products. , ITS 1i 08-001 18 7/5/2007 79 22 The equipment shall be delivered to a City facility within the limits of the City of Petaluma. X After delivery to the City, equipment shall be initially started and operated by v representatives of the manufacturer. All equipment shall be physically inspected for damage. Scratches and other installation damage shall be repaired prior to final system testing. k Equipment shall be thoroughly cleaned to remove all dirt prior to final system testing. FUEL SYSTEM TESTING The Fuel Supply System shall be supplied with the following manufacturers test certificates: 1. Tank lest: Pressure test, leak proof lest, and structural integrity/appearance test. k Pump: Vacuum test, flow test, pressure test, leak proof test, ampere/voltage test, load test, overload test. OTT -SITE. FINAL SYSTEM ACCEPTANCE TESTING The complete, delivered, portable emergency generator system shall be tested for compliance with the specifications. Representatives of the manufacturer shall conduct testing. The City Engineer shall be notified in advance and shall witness the tests. Installation acceptance tests to be conducted on-site shall include a "cold start" test and a one hour full load test to demonstrate the integrity of the system. �( Results to be recorded, approved, and witnessed by the City Engineer. TRAINING The equipment supplier shall provide training for the City of Petaluma personnel covering operation and maintenance of the equipment provided. The training program shall be not less than 2 hours in duration and the class size shall be limited t05 persons. Training date shall be coordinated with the City of Petaluma' Public Works Department. The system shall be supplied with three (3) copies of an illustrated manufacturer's operations and maintenance manual. ITB # OB -001 19 7/5/2007 30 23 SECTION E EXCEPTIONS TO TUE SPECIFICATIONS Exceptions to the specifications of any items state herein shall be fully described and explained in writing by the contractor in the space provided below: rQvi ► j "I 6e, Ve (A) ,5 Intl �1 v 00 I� jaNil � St��d �� ��`-enoio N'T ITR 110$•001 20 7W2007 31� SECTION F ADDITIONAL INFORMATION 1. Warranty: Please provide in the space below, or attach a copy of a complete description of the warranty terms and conditions. Also, as a part of this bid, you are required to provide warranty service contact individual(s). In all purchases made by the City, availability and accessibility of warranty service and service after warranty may be considered in determining the lowest, responsible quoter. l a� ISN Diu @ l a n -j FW+ q,a6.29q c9'7n 2. Extend ed'Warranty: Please provide in the space below, or attach a copy of, a complete description of extended warranty options, terms and conditions, and costs. �'-U/O no mofa 3. Replacement Parts: Please provide in the space below, or attach a copy of, a complete listing of replacement parts suppliers: 1 Ayrn �, 0 i 12k 1,2,n� �oW-v- 1 }JIGtX-�► ►t e z, Gtr of �I-66 3 4. Accessories: Please provide in the space below, or attach a copy of, a detailed list of accessories provided with the generator. ITB it 08-001 �o 64�(kAlecA 21 7/512007 32 2< POWER MQ Power New Product Limited Warranty MQ Power warrants products manufactured by it to be free from defects in ' material and workmanship under normal and proper use and servicing for the periods specified. Warranty on the engines supplied with the equipment is limited to the warranty extended by the engine manufacturer, MQ Powers sole obligation under this warranty is limited to the replacement or repair, at its designated facility of only the part or parts thereof as shall appear to MQ Power upon inspection to have been defective in material and workmanship. A statement giving model and serial number of the product, date of sale to original purchaser and date and description of failure shall accompany all parts. Any part or pads determined by MQ Power to be defective will be replaced free of charge, F.0.8. MQ Power facility. Parts subject to warranty must be reported to MQ Power within 30 days from the date the part or parts were determined to be defective. Upon request, parts must be returned to MQ Power Generators DCA `SS' models DCA'US° models for evaluation. Such requests by MQ Power will be made within 90 days ' of receiving the defective report. This warranty does not apply to any part or parts. which have been subject to abuse or unauthorized repairs. Warranty with respect to products, components and accessories not manufactured by MQ Power is limited to the warranty extended by the manufacturer of those items. Engine manufacturers are responsible for engine warranties. There are no warranties, express or implied, in addition to the above except as may be provided in writing by MQ Power - MQ POWER SHALL NOT IN ANY EVENT BE LIABLE FOR ANY SPECIAL INDIRECT OR CONSEQUENTIAL DAMAGES. THE FOREGOING WARRANTIES ARE IN PLACE AND IN LIEU OF ALL WARRANTIES OF MERCHANTABILITY AND . FITNESS AND SETS FORTH THE ENTIRE OBLIGATION OF MQ POWER. year or 2000 hours (whichever occurs first) or 2000 hoots (whichever occurs first) MQ Power Industrial I Standby models ....... ......... ...... ___ ....... _ ......................»........2 year or 2000 hours (whichever occurs first) MQ Power Containerized models....... ....... ........... ..................... ................. ..... .2 years or 2000 hours (whichever occurs first) All othergenerators Engines Cummins.........:. 1 year or 1000 hours (whichever occurs first) ............ see Cummins Warranty Statement Detroit Diesel. ................................._..._..._.....--_.._._..._..............--.-..-_--......._....See Detroit Diesel t MTU Warranty Statement Isuzu (TLG12, DCA -44, DCA -60)... .... .................................._-_......_.........,..__.._........._.i year or 2000 hours (whichaver occurs first) Isuzu (OCA -25, DGA-45 DCA 70) _. John Deere ..................................__ Komatsu..."_.._..._....__._.._._.............._--.._.__......._............_......_.._.._........ Kubota.... .............. ...... .__... ...... ___ ...... ........ ........ ___ ... _......... ............... Volvo... .................. ......... .... __„......_........... ............................. _..._._.__._,.. Trailers Allmodels................................................_....._.............._.._............................ Labor not Included between rhe 25th and 36th month or the 200Mh and Worth hour. istyear unlimited; 2nd year12000 hours ist year unlimited; 2nd year/2000 hours .1 year or 1000 hours (whichever occurs first) 3 years or 3000 hours (whichever occurs ffrst)• 2 years unlimited hours 1 year (axcluding normal wear items) REV. 05- r -M 33` CITY OF PETALUMA DEPARTMENT OF PUBLIC WORI{,S Addendum Pio, l TO CONTRACT DOCUMEN'T'S FOR PORTABLE EMERGENCY GENERATOR CITY OF PETALUMA DEPARTMENT OF PUBLIC W01UM . PROJECT NO: TTB 08-001 BID OPENING DATE: AUGUST 2, 2007, AT 2:OD P.M. The following changes shall be made to the bid documents far the Portable Emergency Generator Project TIB OB -001: This addendumis being issued to revise the Bid.Data, Instructions to Bidders and Specifications, This addendum nate shall have item 3 }fined out and returned with the bid for the bid to be considered complete. BID DA^IA Change fax number to 707-776-3602. SECTION A, INSTRUCTIONS TO BIDDERS 2. Item 1C shall be replaced in full with the following "C. Conformance to bid requirements: Bids must conform to the requirementsofthe Invitation fur Bid and in the required -format. Failure to comply with all requirements may result in bid rejection." SPE CM, CATIONS 3. GENERATOR SET AUXILIARY EQUIPNIENTAND ACCESSOMESaddibe following specification: YES No Generator Set connection cables for building connection shall be a minimum of sixty feet (60'0") in length each cable (total of 13 cables), house all connections requiredto power building electricity. Provide 3 # 4/0 for phase A, 3 # 4/0 for phase B, 3 0410 for phase C, 3 # 4/0 for the Neutral and 1 # 2/0 Ground Trystar or equal. Encased in PPE outerjacicet, UL rated insulation 600 Volt 90 degree. All cables to be color codedperNEC. Connect one end of the cable completely to the Generator Set and install male caps at the opposite end of the cable. S:\CIP Division\Projecis\Community Facilities (Mise) CI00103\Generators\D.esi3n\410 Biddine\Pina) Bid Docs\PortableEmerg Generator 1T3 05-001 Addendum No l.doc 34 2"!1- CITY OF PETALUMA Posr Onim Box 61 xa$ P.CTAL1miA, CA 94953-0061 Pnmela Torliatt ' hfn}ar July 19, 3007 Teresa dnrraft 5amonlbaTrcitn3 ' Mlhellarrio Foran than IVIR Davidmo'uriea 13av RE: Portable Emergency ey C-meratoritliiabbitt T Cmmc87nembrn Addendum #1 Attached is Addendum #1 for the above-Teferredproject. Please note that contract documents and addenda govern over written and/or verbal responses to questions, If you have any questions, please call me at (707) 7763659. Sincerely, 7Piaiie Ramirez Project Manager Pixbllc Works .ldndn[nrallon 11 E•ngltsb straet PelaLlllla, Of 94952 -Lorin (707) 7784174 rar (777) 776.3603 h{atL• prt571asvorl.r�at cipulahuna.r-aus �inart 601 Slgl Ranch Priva Polalamu, G194954 '&ane r707) 7784404 rax (707) 7784405 Carparnfian Yard 7tanra & opararlans) 840 HopperSI. Ext PetaLima, 019695? 'Lune (767) 7784303 Fac (707) 7784437 Tmd - SSX-AlcOowal7 Blvd.S:\CIP Dr-Llision\Projects\Connnanily Facilities (Mise) Petaluma. Cd 94956 Cioolog\Generators\Desi_m144OBidding\rinal Bid Docs\Portable Emerg 411ane(707)779-4441 GeneralorITB 09-001AddendumNo I.doc Fax (707) 776-3799 -2A 35 CITY OF PE, TALUMA DE,RPARTM N T OF PUBLIC WORTS Receipt of Addendum No. 1 is hereby adlmowledged by. ,U , YA gm I -emr v on the � � day of A2�1� `f _ 200g, By. sfgnn um Title:'�� ,Q,t �Zvwt� S�7i( Guy ru Company SACIP Division\Projects\Conunuaih, Facilities (Misc) C100108\Generators\Desip\440 Bidding\Fina] Bid DoesWortable. Emere Generator ITB 05-001 Addendum No I_doc 36 2,9