SUBJECT/RECOMMENDATION:
Title
Authorize a purchase order to multiple vendors as listed, for the maintenance, purchase and rental of generators, transfer switches, replacement parts, and services, in the annual not-to exceed amount of $1,000,000 through January 2022 with one renewal option through January 2023, in accordance with City Code of Ordinances Section 2.564(1)(b) Sole Source and 2.564(1)(d) Other Government Entities Bids and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Most purchases and rentals for Building & Maintenance’s and Public Utilities’ generator and transfer switches, as well as services and repairs, replacement parts, and load banking have been made as sole source buys direct from the manufacturers’ designated vendor or by piggybacking contracts.
The authorizations for sole source and/or piggyback contracts have been brought to Council each time a specific expenditure is expected to exceed $100,000 within a single year, as required by code. This request consolidates the authorization to utilize sole source manufacturers and distributors, as well as properly sourced piggyback contracts, not limited to the following:
Sole Source:
Ring Power Corporation:
• Sole Source for Caterpillar engine and automatic transfer switch repair
Cummins, Inc:
• Sole Source for Cummins engine and automatic transfer switch repair
Piggyback:
Ring Power Corporation:
• Piggyback Sarasota County IFB #191778JSO ~ Service, Maintenance and Purchase of Xylem and Caterpillar Equipment; contract term February 4, 2020 through February 3, 2023 with two one-year renewals (2.3.2025). This piggyback will be used for services that do not fall under sole source (i.e. preventative maintenance)
Ring Power Corporation and Cummins, Inc:
• Piggyback Sourcewell #120617 (CMM & CAT) ~ Electrical Energy Power Generation with Related Parts, Supplies and Services; contract term January 29, 2018 through January 29, 2022 with one-year renewal (January 29, 2023). This piggyback contract will primarily be used for Caterpillar rentals as needed. Ring Power is the authorized Caterpillar dealer under this contract. This contract may also be used to procure Caterpillar and Cummins parts at a discounted rate.
Mid-Florida Diesel, Inc:
• Hernando County ITB #19-T00085/DK ~ Generator Maintenance and Emergency Repair; contract term July 16, 2019 through July 15, 2021 with one-year renewal (July 15, 2022). This piggyback contract will be used as needed for preventative maintenance through end of contract term.
• City of Lakeland ITB #8285 ~ Annual Preventative Maintenance and Emergency Repair Services for Auxiliary Power Generator Units; contract term October 1, 2018 through September 30, 2019, with four one-year renewals (September 30, 2023). This piggyback contract will be used as needed for preventative maintenance of auxiliary power generator units.
Flexibility is requested to allow for expenditure of budgeted funds as needed throughout the year, in accordance with the intent of this general authorization, and to engage additional vendors as needed.
APPROPRIATION CODE AND AMOUNT:
FY21 5666611-546500
FY21 3277327-563800-96664
Future fiscal year funds subject to annual budget approval