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HomeMy WebLinkAbout25A - GENERATOR PM AND REPAIRREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 18, 2010 TITLE: AMENDMENT TO AGREEMENT WITH DIXIE DIESEL AND ELECTRIC INC. FOR GENERATOR PREVENTIVE MAINTENANCE AND REPAIRS CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute the attached first amendment to the agreement with Dixie Diesel and Electric Inc., subject to non-substantive changes approved by the City Manager and City Attorney, to provide generator maintenance and repairs in an amount not to exceed $40,000. DISCUSSION The Building Maintenance Division of the Finance and Management Services Agency maintains approximately 50 buildings and is tasked with ensuring that power will be available for essential operations during an emergency. A critical component of the emergency operation plan are 17 diesel and gas powered backup generators, strategically located at City Hall, the Corporation Yard, the Police Administration Building, the Regional Transportation Center, and ten fire stations. To ensure proper operation, the generators require inspection and service semi-annually by factory- trained technicians. On October 6, 2008, City Council awarded an agreement to Dixie Diesel and Electric Inc. for a two-year term with provision for three one-year renewals. The vendor has performed all contractual services satisfactorily and has agreed to renew for an additional year without an increase in prices. 25A-1 Amendment to Generator Agreement October 18, 2010 Page 2 FISCAL IMPACT Funds are available in the Finance Agency Building Maintenance account (Account no. 07310100 62300) Francisco Gutierrez Executive Director Finance & Management Services Agency BP 25A-2 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT is entered into on October 18, 2010, by and between DIXIE DIESEL & ELECTRIC, INC., a California corporation ("Contractor") and the City of Santa Ana, a charter city and municipal corporation of the State of California ("City"). RECITALS: A. The parties entered into that certain Agreement #A2008-277, dated October 6, 2008, (hereinafter "said Agreement") by which Contractor has provided generator maintenance and repair in City facilities. B. In accordance with the terms and conditions of said Agreement, the City desires to exercise its option to renew the Agreement for the first additional one-year term. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Second Amendment to Agreement, the parties agree as follows: 1. Section 1, Scope of Service, shall be amended to read, in full, as follows: "Contractor shall perform maintenance and repair services for City's emergency power generators, as set forth in City's Request for Proposals dated June 16, 2008, attached hereto and incorporated by reference." 2. Section 2.a., Compensation, shall be amended to allocate $40,000 to pay for required services during the one year renewal period, from October 1, 2010 through September 30, 2011. City agrees to pay and Contractor agrees to accept, as full payment for its services, the original rates and charges identified in Contractor's Fee Schedule, attached hereto. Contractor is not imposing a fee increase during the one-year renewal period. 3. The City hereby exercises its option to renew said Agreement for a one year term, through September 30, 2011. At the end of the one-year renewal, the City may renew for up to two additional one-year terms at the pricing set forth in the Fee Schedule. 4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. 25A-3 IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA DAVID N. REAM City Manager DIXIE DIESEL & ELECTRIC, INC. (NAME) (Title) 25A-4 Specifications for Emergency Generators Preventive Maintenance REQUEST FOR PROPOSALS .,, Loo OEANOE COUNTY SEAT OF GOVERNMENT i? lVl it T?E OOE DEN CITY EOUN DED 1069 TO PROVIDE EMERGENCY GENERATOR PREVENTIVE MAINTENANCE FOR THE CITY OF SANTA ANA KEY RFP DATES Issue Date: June 16, 2008 Proposal Due Date: July 24, 2008 MARIO GHIZZI Superintendent, Building Maintenance t of26 25A-5 Specifications for Emergency Generators Preventive Maintenance 5.5 COST OF PARTS/EQUIPMENT/LUBRICANTS/FLUIDS All parts, equipment, lubricants, fluids required to perform the annual and semi-annual preventive maintenance shall be included in the price proposal. Any additional part equipment/lubricant/fluid over and above the amount quoted herein and not of this proposal shall be quoted as needed. 5.6 BATTERY REPLACEMENT Building Maintenance is responsible for the replacement of malfunctioning starting batteries. 5.7 COST OF REPAIRS Any repair required during the annual and semi-annual inspection over and above the regular preventive maintenance shall be submitted to Building Maintenance in writing for approval. 5.8 EMERGENCY CALL-OUTS In case of an emergency, the vendor shall respond within one hour to provide emergency repair to the equipment listed in the proposal. 5.9 FACTORY TRAINING The vendor supplying the services listed in this request for proposal shall have a minimum of four (4) technicians factory trained in the repairs and maintenance of Caterpillar, Kohler, MQ Power, and other generators listed in this request for proposal. 5.10 VENDOR QUALIFICATION The vendor supplying the services listed in this request for proposal shall be factory authorized by one of the following companies; Caterpillar, Kohler. The vendor shall have been in business a minimum of five (5) years. 5.11 WARRANTIES The vendor shall provide one year warranty for any service and repair provided. 5.12 LICENSES The vendor shall possess required licenses and permit to operate in the state of California to repair, maintain, and service emergency generators. This includes any other applicable licenses. 5.13 PENALTIES FOR SUBSTANDARD WORK The owner reserves the right to dispute and seek reimbursement payment for substandard work provided by the vendor. 4 of 26 25A-6 Specifications for Emergency Generators Preventive Maintenance 5.14 EMERGENCY CALL OUT COST The vendor shall be able to provide emergency service 24/7 to any of the locations described herein within 90 minutes of the call. 5.15 SCHEDULING OF SERVICE The vendor shall schedule the annual service with the Building Maintenance Superintendent during the first two weeks of June and the semi-annual service during the first two weeks of December. 5 of 26 25A-7 Specifications for Emergency Generators Preventive Maintenance APPENDIX A ANNUAL MAINTENANCE FOR DRIVING CENTRIFIGUAL PUMP SCHEDULED OIL SAMPLING 1. Complete chemical analysis of the oil. ENGINE OIL AND FILTERS 1. Drain/replace oil in crankcase 2. Replace oil filters and inspect used filters for foreign matter. FUEL SYSTEM 1, Drain water and sediment from tank, 2. Change fuel filters. 3. Test fuel for water content and algae formation. 4. Inspect all fuel lines. COOLING SYSTEM 1. Complete chemical analysis of coolant. 2. Replace thermostat(s). 3. Refill cooling system with coolant and conditioner. 4. Clean cooling system radiator of dirt and debris. 5. Drain, clean and flush cooling system. 6. Inspect and clean radiators. EXHAUST SYSTEM 1. Check for leaks 2. Inspect and clean any build tip. ENGINE 1. Perform complete engine adjustment and timing test. 2. Load test engine (minimum 30% power) and check all gauges for proper readings. 3. Check/adjust valve lash, injector timing, and rotators. 4. Adjust valve bridge when adjusting valve. 5. Replace zinc rods in the engine's raw water cooling system. 6. Clean crankcase breather. 7. Check engine protective devices. 8. Check engine mount for proper torque. BELTS AND HOSES 10 or 26 25A-8 Specifications for Emergency Generators Preventive Maintenance 1. Inspect/replace worn accessory drive and alternator belts. 2. Replace cracked, leaking, or soft hoses, tighten loose clamps. FAN DRIVE 1. Lubricate bearings. 2. Lubricate belt tightener, grease fittings. AIR SYSTEM 1. Replace element. 2. Check hoses and ducting for leaks. BATTERIES 1. Tighten battery retainers. 2. Check electrolyte levels, add distilled water as needed. 3. Clean battery's exterior and terminals. 4. Check battery charger for proper charge rate. CENTRIFUGAL FIRE PUMP 1. Test pump under pressure with motor running. 2. Check all safety interlocks. 3. Check bearings. 4. Check seals. TRANSFER SYSTEM FOR ALL GENERATORS 1. Test with approval of Building Maintenance Superintendent that electrical transfer switches are working properly. (PMA's required) 2. Transfer load from Edison to emergency generator. I I orz6 25A-9 Specifications for Emergency Generators Preventive Maintenance DRIVING CENTRIFUGAL FIRE PUMP H00021 DIESEL ENGINE City iD#: H00021 Location: Police Holding Facility, Room # 11-1212.1 Specification: Diesel ENGINE FOR FIRE PUMP Manufacturer: Caterpillar Model: 3208 Serial#: 03Z 14449 Horsepower: 270 Q. 201.Okw RPM: 2800 AR Number: 4W-0860 Perf Spec: OT4694 Engine Filter: Oil -- Fram (PH3545) Fuel - Fram (P-1104) Air - Cat# 8N-5006 DIESEL ENGINE FIRE PUMP CONTROLLER Specification: Electronic fire pump controller Manufacturer: Metron Model: FD2-AJKR Serial#: FD-9560001-01 Volts: 120VAC Hertz: 50/60 24VDC 12 of 26 25A-10 Specifications for Emergency Generators Preventive Maintenance APPENDIX B LOCATION: Santa Ana Corporate Yard EQUIPMENT: Kohler 400-KW Standby Emergency Generator (Detroit Diesel) model# 400ROZD, s/n 322903. ANNUAL MAINTENANCE FOR KOHLER 400KW STANDBY EMERGENCY GENERATOR SET SCHEDULED OIL SAMPLING 1. Complete chemical analysis of oil. ENGINE OIL AND FILTERS 1. Drain/replace oil in crankcase. 2. Replace oil filters and inspect used filters for foreign matter. FUEL SYSTEM 1. Drain water and sediment from tank. 2. Change fuel filters. 3. Test fuel for water content and algae formation. 4. Inspect all fuel lines. COOLING SYSTEM 1. Complete chemical analysis of coolant. 2. Replace thermostat(s). 3. Refill cooling system with coolant and conditioner. 4. Clean cooling system radiator of dirt and debris. 5. Drain, clean and flush cooling system. 6. Inspect and clean radiators. EXHAUST SYSTEM 1. Check for leaks 2. Inspect and clean any build up. ENGINE 1. Perform complete engine adjustment and timing test. 2. Load test engine (minimum 30% power) and check all gauges for proper readings. 3. Check/adjust valve lash, injector timing, and rotators. 4. Adjust valve bridge when adjusting valve. 5. Replace zinc rods in the engine's raw water cooling system. 6. Clean crankcase breather. 13 of26 25A-11 Specifications for Emergency Generators Preventive Maintenance 7. Check engine protective devices. 8. Check engine mount for proper torque. BELTS AND HOSES 1. Inspect/replace worn accessory drive and alternator belts. 2. Replace cracked, leaking, or soft hoses, tighten loose clamps. FAN DRIVE 1. Lubricate bearings. 2. Lubricate belt tightener, grease fittings. AIR SYSTEM 1. Replace element. 2. Check hoses and ducting for leaks. BATTERIES 1. Tighten battery retainers. 2. Check electrolyte levels, add distilled water as needed. 3. Clean battery's exterior and terminals. 4. Check battery charger for proper charge rate. GENERATOR I. Check generator main stator windings. 2. Clean exterior of generator unit and the voltage regulator. 3. Lubricate generator front and rear bearings. 4. Check main stator winding temperature (if equipped). 5. Check bearing bracket temperature (if equipped). 6. Complete insulation test (megger). 7. Lube bearings. 8. Clean intake screens. 9. Complete a two-hour load test based upon Kohler mandated parameters for this unit. TRANSFER SYSTEM FOR ALL GENERATORS 1. Test with approval of Building Maintenance Superintendent that electrical transfer switches are working properly. (PMA's required) 2. Transfer load from Edison to emergency generator. 14 or 26 25A-12 Specifications for Emergency Generators Preventive Maintenance APPENDIX C LOCATION: Santa Ana City Hall EQUIPMENT: Kohler 600kNv Standby Generator Set Model 600ROZD4, s/n 0707170 ANNUAL MAINTENANCE FOR KOHLER 600 KW STANDBY GENERATOR SET SCHEDULED OIL SAMPLING 1. Complete chemical analysis of the oil. ENGINE OIL AND FILTERS 1. Drainfreplace oil in crankcase 2. Replace oil filters and inspect used filters for foreign matter. FUEL SYSTEM 1. Drain water and sediment from tank. 2. Change fuel filters. 3. Test fuel for water content and algae formation. 4. Inspect all fiiel lines. COOLING SYSTEM 1. Complete chemical analysis of coolant. 2. Replace thermostat(s). 3. Refill cooling system with coolant and conditioner. 4. Clean cooling system radiator of dirt and debris. 5. Drain, clean and flush cooling system. 6. Inspect and clean radiators. EXHAUST SYSTEM 1. Check for leaks 2. Inspect and clean any build up. ENGINE 1. Perform complete engine adjustment and timing test. 2. Load test engine (minimum 30% power) and check all gauges for proper readings. 3. Check/adjust valve lash, injector timing, and rotators. 4. Adjust valve bridge when adjusting valve. 5. Replace zinc rods in the engine's raw water cooling system. 6. Clean crankcase breather. 7. Check engine protective devices. IS U2G 25A-13 Specifications for Emergency Generators Preventive Maintenance 8. Check engine mount for proper torque. BELTS AND HOSES 1. Inspect/replace worn accessory drive and alternator belts. 2. Replace cracked, leaking, or soft hoses, tighten loose clamps. FAN DRIVE 1. Lubricate bearings. 2. Lubricate belt tightener, grease fittings. AIR SYSTEM 1. Replace element. 2. Check hoses and ducting for leaks. BATTERIES 1. Tighten battery retainers. 2. Check electrolyte levels, add distilled water as needed. 3. Clean battery's exterior and terminals. 4. Check battery charger for proper charge rate. GENERATOR 1. Check generator main stator windings. 2. Clean exterior of generator unit and the voltage regulator. 3. Lubricate generator front and rear bearings. 4. Check inain stator winding temperature (if equipped). 5. Check bearing bracket temperature (if equipped). 6. Complete insulation test (megger). 7. Lube bearings. 8. Clean intake screens. 9. Complete a two-hour load test based upon Kohler mandated parameters for this unit. TRANSFER SYSTEM FOR ALL GENERATORS 1. Test with approval of Building Maintenance Superintendent that electrical transfer switches are working properly. (PMA's required) 2. Transfer load from Edison to emergency generator. 16 of 26 25A-14 Specifications for Emergency Generators Preventive Maintenance APPENDIX D LOCATION: Fire Station #s 1A0, See attached list EQUIPMENT: See attached list for equipment. ANNUAL MAINTENANCE FOR KOHLER 400 KW STANDBY GENERATOR SET SCHEDULED OIL SAMPLING 1. Complete chemical analysis of the oil. ENGINE OIL AND FILTERS 1. Drain/replace oil in crankcase 2. Replace oil filters and inspect used filters for foreign matter. FUEL SYSTEM 1. Drain water and sediment from tank. 2. Change fuel filters. 3. Test fiiel for water content and algae formation. 4. Inspect all fuel lines. COOLING SYSTEM 1. Complete chemical analysis of coolant. 2. Replace thermostat(s). 3. Refill cooling system with coolant and conditioner. 4. Clean cooling system radiator of dirt and debris. 5. Drain, clean and flush cooling system. 6. Inspect and clean radiators. EXHAUST SYSTEM 1. Check for leaks 2. Inspect and clean any build up. ENGINE 1. Pei-form complete engine adjustment and timing test. 2. Load test engine (minimum 30% power) and check all gauges for proper readings. 3. Check/adjust valve lash, injector timing, and rotators. 4. Adjust valve bridge when adjusting valve. 5. Replace zinc rods in the engine's raw water cooling system. 6. Clean crankcase breather. 7. Check engine protective devices. 17 of 26 25A-15 Specifications for Emergency Generators Preventive Maintenance 8. Check engine mount for proper torque. BELTS AND HOSES 1. Inspect/replace worn accessory drive and alternator belts. 2. Replace cracked, leaking, or soft hoses, tighten loose clamps. FAN DRIVE 1. Lubricate bearings. 2. Lubricate belt tightener, grease fittings. AIR SYSTEM 1. Replace element. 2. Check hoses and ducting for leaks. BATTERIES 1. Tighten battery retainers. 2. Check electrolyte levels, add distilled water as needed. 3. Clean battery's exterior and terminals. 4. Check battery charger for proper charge rate. GENERATOR 1. Check generator main stator windings. 2. Clean exterior of generator unit and the voltage regulator. 3. Lubricate generator front and rear bearings. 4. Check main stator winding temperature (if equipped). 5. Check bearing bracket temperature (if equipped). 6. Complete insulation test (megger). 7. Lube bearings. 8. Clean intake screens. 9. Complete a two-hour load test based upon Kohler mandated parameters for this unit. TRANSFER SYSTEM FOR ALL GENERATORS 1. Test with approval of Building Maintenance Superintendent that electrical transfer switches are working properly. (PMA's required) 2. Transfer load from Edison to emergency generator. 18 of 26 25A-16 Specifications for Emergency Generators Preventive Maintenance APPENDIX E SEMI-ANNUAL INSPECTION For all generators: I . Inspect V belts, drive adjustment and alignment. 2. Inspect engine support and connections. 3. Inspect batteries for fluid level and charge. 4. Check battery charger operation. 5. Inspect block heater operation. b. Check and advise customer of fuel level. 7. Visually inspect oil, water, fuel leaks and advise customer. 8. Inspect ATS power source lights; replace bulb if needed. 9. Inspect engine gauges for proper operation and record readings. 10. Inspect all electrical connection and wiring. 11. Inspect and test engine governor controls and response. 12. Inspect and test safety devices. 13. Inspect engine oil, water levels. Top off if needed (to one quart at no charge) 14. Inspect, test, run engine and record output readings. 15. Check operation of emergency system without load transfer. 19 of 26 25A-17 Specifications for Emergency Generators Preventive Maintenance EQUIPMENT LIST (1) City Hall: 600KVA Kohler Diesel Generator (1) Corporation Yard: 400KVA Kohler Diesel Generator (1) Corporation Yard: 220KVA MQ Diesel Generator Model: DCA220SSVU, Serial: 3782864 (1) Police Facilities: Diesel Fire Pump: (1) 2001 KW Fire Pump (2) Police Facilities: IOOOKVA Caterpillar Diesel Generator (1) Train Station: Kohler Diesel Generator Model: 50ROZ71, Serial: 143917----- Cumins Engine Model: 4BT-3.9, Serial: 44101001 (1) Fire Station 1: Olympian Genrac Diesel Emergency Generator 2003 Model: 3285B-1253C, Serial: AD208356SRJ, 1800 RPM, 3 PH, 2081460V 125 KW, 60 HZ (1) Fire Station 2: Genrac 2000 Diesel Emergency Generator 2003 Model. 3436410100, Serial.- 2073754, 1800 RPM, I PH, 1201240V, 20 KW, 60 HZ (1) Fire Station 3: MQ Power Diesel Emergency Generator 2006 Model: DCA25SSIU2, Serial. 7108423, 3 PH, 1201240148OV 60 HZ, 25 KVA (1) Fire Station 4: Onan Diesel Emergency Generator 1978 Model: L5L-ORD-IC, Serial: J800530076, 1800 RPM, I PH, 120-208T , 18.7 KW, 60 HZ (1) Fire Station 5: Caterpillar Diesel Emergency Generator 1996 Model: SR-4B, Serial: 3KJ00840, 3 PH, 240V,, 175 KW, 60 HZ (1) Fire Station 6: Onan Diesel Emergency Generator 1980 Model: 3811434113, Serial: 0874842A, 1800 RPM, I PH, 1201240V, 18.7 KW, 60 HZ (1) Fire Station 7: Genrac Diesel Emergency Generator 2003 Model: 3034420001, Serial: 2071531, 1800 RPM, I PH, 1201240V, 20 KW, 60 HZ (1) Fire Station 8: MQ Power Diesel Emergency Generator 2006 Model: DCA25SSIU2, Serial: 7108387, 3 PH, 12012401480V, 60 HZ, 25 KVA (1) Fire Station 9: Genrac Diesel Emergency Generator 1990 Model: 2507-1, Serial: 36969, 3 PH, 1201208V, 63.5 KW (1) Fire Station 10: Kohler Gas Emergency Generator 1964 Model DR] 63, Serial: 18227, 1 PH, 1201240V 10 KW 20 of 26 25A-18 FEE SCHEDULE October 1, 2010- September 30, 2011 25A-19 peoij*tions for Emergency Generators Preventive Maintenance LOCATION ANNUAL SEMI ANNUAL ELECTRICAL TOTAL ANNUA.I COMPREHENSIVE PREVENTIVE LOAD TEST PRICE (I)Major Visit (1)Semi Visit (1)year $CoE Santa Ana Police Dept Caterpillar Standby Generator #1 •1 T ded ?. $1,977.45 x2 $ 1, , 250.00 $q3,227. . 45 Caterpillar Standby Generator #2 $. I ja c h i d e d $i . 9 7 7.4 g x 2 $ 1-., 9.s n- nn _3y 227_ • i Caterpillar Diesel Fire Pump $ I n c l? d e d $931,96 292 $ Non 1- $ 931 AF; Santa Ana Corporate Yard Kohler Standbyd00KVA Generator $ i n c l u d ed $1,146.92x2 $ hpn nn $_ 1,746, U_ MQ Power Diesel 220KVA Generator. $ Included $ I F i 4s - can K2 $1, 74A. 9 {L Santa Ana City Hall KobMer Standby 6bbKVA Generator 'Santa Ana Dire Stations Station 1 Olympian Diesel Station 2 Genrac 2000 Diesel Station 3 MQ PoNVer Diesel Station 4 Onan Diesel Station 5 Caterpillar Diesel Train Stat$on 21 of 22 $ Included $;,425.00x2 $ 7-gunn nn $ -Included $1,05§,10x2 $6oO . H{l_ ,??,656. 10 $ Included _$ 18, 1 7 x2 $_rpn nj) $ ly A18. 17 $ Included $817.30 x2 $ 6o o oo $ 1 041 7 _ -n Tian' ud-d $81 -1 x2 rnn Q()$ 1 ,113. 63 $ Tnsl uded$agn. 06 x2 $.{nn _ nn $ 1 , 59.0 nG Included $ 820.85 $ 600.00 $ 1,420.85 i 25A-20 ,S,pecifi-,zadous for Emergency Generators Preventive Maintenance Station 6 Onan Diesel T U n I ndecl 81 4.6 3 x2 $ 6 00 00 $ 1 .413 -63 Station 7 Genrac Diesel ?I_l3cluded 818.17 12 •$ 600.00 11, 418. 17 Station $MQPower Diesel $ Included _$ 817.30 x2 X600.00 T $ 1,417.30._ Station 9 Genrac Diesel $ Included $1 022.09 x2 $ 600.00 $-1,622.09 Station 10 Kohler Gas _$ T n c+ y» d p t3 $6815-83 x 2 $ 4 A A_ Q Q $ 1 S_ A TOTAL COST _$ 2 9, 0-1 n. 4 i per Year NOTE: All reference exhibit A•proposals are additional parts and labor to this Agreement. All ATS PM services are additional to this Agreemeni All megging of Generat(br!=units are additional to this Agreement All the above muiiz.be added into your Purchase Oder when issued. Vef erenae-,Maintenance Agreement for breakdown of additional service options offered per unit * 2nd Year Renewal Option at same pricing 3rd Year Renewal is subiect to a 20% increase Labor rates offered:j`ST t 95.00 OT $142.50 DT $ 190.00 ONLY) (2 Years UrI COTV2ANYNANM Dixie Diesel & Electric Inc (aetvm skis Page wi yow RM 22of22 (NOTE: 24/7 365 Days a.year on call service. Response time within (4) hours all repairs performed have 1 a 6-month warranty parts and labor. 25A-21 25A-22