SUBJECT/RECOMMENDATION:
Title
Authorize purchase order(s) to multiple vendors as listed, for the maintenance, purchase and rental of generators, replacement parts, automatic transfer switches (ATS) and services in the cumulative amount of $1,600,000.00, for the term May 1, 2025 through November 22, 2026, with one year renewal option in the cumulative amount of $1,000,000.00 pursuant to Clearwater Code of Ordinances Sections 2.563(1)(a), Single Source, and 2.563(1)(c), Piggyback, and authorize the appropriate officials to execute same.(consent)
Body
SUMMARY:
This authorization covers the maintenance, purchase, and rental of generators, along with ATS’s, replacement parts and related services. Historically, Building & Maintenance (B&M) and Public Utilities have procured generators, repairs, services, replacement parts, ATS’s, and load banking through piggyback contracts or as single-source procurements.
The average cost for the last three years has been $632K ($300,000 B&M and $332,000 PU)
Equipment Maintained:
50 - STATIONARY GENERATORS (29 B&M AND 21 PU)
44 - PORTABLE GENERATORS (1 B&M AND 43 PU)
60 - AUTOMATIC TRANSFER SWITCHES - ATS (33 B&M AND 27 PU)
44 - FUEL TANKS (25 B&M AND 19 PU)
This request will follow the procurement methods outlined below:
Single Source:
• Ring Power Corporation:
o Authorized representative for Caterpillar, responsible for servicing and repairing Caterpillar generators. Use of another company to perform these services and repairs may void portions of coverage still under warranty.
• Cummins, Inc.:
o The only authorized provider for repairs on Cummins generators. Use of another company to perform these services and repairs may void portions of coverage still under warranty.
Piggyback Contracts:
• Ring Power Corporation and Cummins, Inc
o Sourcewell Contract #092222-CAT and #092222-CMM valid through November 22, 2026, with a one (1) year renewal option.
§ Ring Power is the authorized Caterpillar dealer under this contract.
§ These piggyback contracts cover electrical energy power generation equipment, related parts, supplies, and services at a discounted rate.
• Mid-Florida Diesel, Inc:
o Hernando County ITB #23-TFG037/JG Generator Maintenance and Emergency Repair; valid through April 24, 2026, with two (2), one (1) year renewal options.
§ This piggyback contract will be used as needed for the preventative maintenance of auxiliary (portable) power generators.
APPROPRIATION CODE AND AMOUNT:
Funding is available in Garage Fund, Fleet Operations cost code 5666611-546500, garage equipment and repairs, and in Public Utilities capital improvement project 327-96664, Water Pollution Control R&R.
Funding for future fiscal years will be requested as part of the annual budget process.
The Garage Fund is an internal service fund of the city which supports city-wide fleet and radio maintenance. The operations of Public Utilities and associated capital projects are funded by Water and Sewer Utility Enterprise Fund revenues.
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining municipal performance, and promoting accountable governance; 1.2, maintaining public infrastructure; 1.3, identify resources required to sustain level of service 3.2, proactive code compliance, and targeted revitalization.
