The City needs to install one (1) emergency generator at the Public Works Department (the Project). The Capital Renewal and Replacement project consists of one (1) 600 kW Kohler generator, as well as a number of ancillary items such as the automatic transfer switch, enclosure, fuel system and concrete base. The Project procured via the Gordian Indefinite Quantity Contract (IQC) awarded to Solares Electrical Services, Inc.
On April 23, 2015, the City Commission authorized the Administration, for projects up to $250,000, or emergency awards exceeding $250,000, to be acquired through the Gordian Indefinite Quantity Contract (IQC) process as a means of expediting small or emergency projects with the approval of the City Manager. The IQC process, which is used extensively by local, state and federal governmental agencies throughout the United States, expedites the delivery of construction projects. The City, as a governmental agency, is authorized to utilize the IQC process for construction services competitively awarded by Sourcewell formerly known as National Joint Powers Alliance (NJPA) to the Gordian Group, the Managers of IQC. The Gordian Group, in the IQC process, established a fixed price Construction Task Catalog (Catalog) for a wide range of construction activities. When a construction project is identified, the Gordian Group, City staff and the contractor negotiate a proposal by selecting from the Catalog any activities and quantities applicable to the project.
In the interest of time, the City has chosen to expedite the Project, which is crucial to keep Public Works operational in the event of a storm or other catastrophe that results in loss of power to the facility; and utilize the IQC process. Through the IQC process, Solares Electrical Services, Inc. (“Contractor”) was identified as the most qualified and experienced contractor to complete the identified scope. On October 1, 2018, the City and the Gordian Group met with the Contractor to review the scope for the Project. On November 6, 2018, after negotiations, the Contractor submitted a bid proposal, utilizing the Catalog in the amount of $325,242.84 for the Project including a project contingency.
However, the original scope of work included to provide automatic transfer switch and generator including all conduit and wiring, excavation, surfacing repairs, testing, permits, and concrete slab as depicted in the approved construction documents. Of these items the 600 kW Kohler Generator and Kohler automatic transfer switch are a Non-Pre-Priced (NPP) items in the Catalog. Kohler generators are preferred, as this brand of generator is in service at a majority of the City's facilities and in efforts of standardization, ease of maintenance, expeditious repairs and cost efficiency it is in the best interest of the City. In such cases, the Administration is requesting the acceptance by the Mayor and City Commission of the written recommendation of the City Manager and waiving, by a 5/7ths vote, the formal competitive bidding requirement, finding such waiver to be in the City’s best interest.
The IQC proposal received does exceed the $250,000 threshold limit approved by the City Commission for projects through the NJPA IQC contract award and the value of the NPP items exceeds the $50,000 authority of the City Manager, the approval of the City Commission is required to award the Project through the IQC process.
The cost proposal was reviewed and analyzed by Property Management and the Gordian Group and was found to be fair and reasonable. Therefore, the Administration believes that it is in the City’s best interest to award the Project to Solares Electrical Services, Inc., through the IQC process, in the not to exceed amount of of $325,242.84, for the purpose of completing the Public Works Operations Emergency Generator and Transfer Switch Project, which includes Non-Pre-Priced items in the amount of $167,435.42, with previously appropriated funds.