The City has forty-six generators at thirty-six locations. These generators require preventive maintenance and occasional repairs. Fleet Services has reviewed all bids submitted to the City of Plano in response to RFB No. 2020-0375-AC Generator Maintenance and Repair.
The bids include four line items, with generators grouped by brand, as follows: Line item 1 is Caterpillar; Line item 2 includes Cummins and Onan; Line item 3 includes Kohler and Katolight; and Line item 4 includes Generac and Doosan. Each bidder had the option to submit bids for one or more of the line items. We received single bids for Line item 1 and Line item 4, received three bids for Line item 3 and received no bids for Line item 2.
The base contract is for preventative maintenance services and inspections. Additional costs associated with unforeseen damage, necessary repairs, and recommended upgrades to electronics resulting from the inspections will be charged at the hourly rate included with the bid.
Each of the contracts will include contract terms of three years, with one automatic three-year renewal.
Fleet Services recommends award of three contracts as follows:
· Line item 1 - Holt Texas, Ltd. in the amount of $180,500 for Caterpillar Generators, with an additional charge of $135 per hour for unforeseen repairs.
· Line item 2 - No responsive bids were received for Cummins and Onan Generators. These services will be obtained through a cooperative contract that will be submitted to the City Council for their consideration on a future agenda.
· Line item 3 – Alturex was the lowest responsive, responsible bidder in the amount of $88,610 for Kohler and Katolight Generators, with an additional charge of $95 per hour for unforeseen repairs.
· Line item 4 - Waukesha-Pearce Industries, LLC in the amount of $34,100 for Generac and Doosan Generators, with an additional charge of $104 per hour for unforeseen repairs.
The total combined estimated expenditure for preventative maintenance services for the initial three-year term of the three contracts is $303,210.
The total combined estimated expenditure for unforeseen damage, necessary repairs, and recommended upgrades to electronics resulting from the preventative maintenance inspections, for the initial three-year term of the contracts, is $300,000.
The contracts for generator preventative maintenance and repairs will minimize the number of unscheduled repairs, will provide maximum reliability and availability, and will increase the useful life of the generators.