Posting Language
Title
Authorize negotiation and execution of two contracts for generator maintenance, repair, and rental with Clifford Power Systems Inc. and Aggreko Holdings Inc., d/b/a Aggreko LLC, each for up to 62 months, for total contract amounts not to exceed $3,250,000, divided between the contractors.
[Note: This procurement was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9B (Minority Owned and Women Owned Business Enterprise Procurement Program). For the services required for this procurement, there were no subcontracting opportunities; therefore, no subcontracting goals were established].
Body
Lead Department
Financial Services Department.
Client Department(s)
All City Departments.
Fiscal Note
Funding in the amount of $1,086,250 is available in the Fiscal Year 2023-2024 Operating Budget of various City departments. Funding for the remaining contract term is contingent upon available funding in future budgets.
Purchasing Language:
Multiple cooperative purchase programs were reviewed for these services. The Financial Services Department has determined these contractors best meet the needs of the client departments to provide these services required for the City.
For More Information:
Direct questions regarding this Recommendation for Council Action to the Financial Services Department - Central Procurement at: <FSDCentralProcurementRCAs@austintexas.gov> or 512-974-2500.
Additional Backup Information:
These contracts will provide preventative maintenance, repair, and rental of back-up generators for Airport facilities. The generators will be inspected and have preventative maintenance performed as scheduled. These generators provide emergency back-up power for the airport as a 24/7 operation requiring uninterrupted power sources. In addition to the preventative maintenance schedule, these contracts also provide routine and emergency repair services and replacement.
In the event a generator is being serviced or repaired and a need for a generator is identified, the contractors will provide a temporary replacement generator until the City’s unit is returned. Austin Water will use standby generator rentals for facility locations to provide emergency power to maintain water supply to the city. These services will provide system resiliency during winter storms or other events that may result in a power loss. The events of Winter Storm Mara identified a need to procure emergency standby generators to maintain power to operate our water and wastewater systems when electrical grids fail.
The requested authorization amount was determined using departmental estimates based on historical spend and future usage. The recommended contractors are not the current provider for these services but have provided these services for the City in the past. These contracts will supplement the current citywide contract. The citywide contract was awarded to one contractor and in the circumstance of losing power, the City needs to have multiple contractors available to keep the airport and water treatment plants up and running.
The Texas Association of School Boards, Inc. (BuyBoard) and Sourcewell cooperatives are cooperative purchasing associations recognized under Texas procurement statutes. Cooperative associations, themselves or using a lead government, competitively solicit and award contracts that are eligible for use by other qualified state and local governments. Due to their substantial volumes, larger than any one government could achieve independently, cooperative contracts routinely include superior terms, conditions, and pricing. Use of cooperative contracts also results in lower administrative costs and time savings.
Contract Detail:
Contract Length Contract
Term of Term Authorization
Initial Term 14 mos. $1,185,000
Optional Extension 1 1 yr. $ 635,000
Optional Extension 2 1 yr. $ 435,000
Optional Extension 3 1 yr. $ 485,000
Optional Extension 4 1 yr. $ 510,000
TOTAL 62 mos. $3,250,000
Note: Contract Authorization amounts are based on the City’s estimated annual usage.