HomeMy WebLinkAboutOrdinance 5040 ORDINANCE NO,5040
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING THE
PURCHASE OF A 150kW GENERAC BACK-UP POWER
GENERATOR FROM UNITED ENGINES IN THE AMOUNT OF
$31 ,489.00 PLUS APPLICABLE TAXES AND SHIPPING FOR
THE INFORMATION TECHNOLOGY DIVISION; AND
APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF
$65,000.00.
WHEREAS, due to the fact that the Fire Department and the Water & Sewer Division have
installed Generac generators at various locations, that City maintenance staff is already trained to
service this brand, and that the City already stocks replacement parts for this brand, it is desirable
that all of the back-up generators be of the same manufacture.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such
circumstances constitute an exceptional situation where competitive bidding is not feasible or
practical, waives the requirements of formal competitive bidding for back-up power generators, and
approves the purchase of a l50kW Generac back-up power generator from United Engine in the
amount of $31 ,489.00 plus applicable taxes and shipping for use by the Information Technology
Division.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment in the amount of $65,000.00. ,
` ,qG��RWTR�S.,.
PASSED and APPROVED this 17a' day of July, 2007. =U� •• G�TY of • GPS;
c : FAYETTEVILLE *
APPROVED: ATTEST: -
yti R'f 5 N`;p:�'Jam'��
`1,, TO66
N
By: By:
DAN COODY, Mayor S NDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: General Government Date Requested Adjustment Number
2007 Division: Miscellaneous
Program: Miscellaneous 6/19/2007
Project or Item Added/Increased: Project or Item Deleted/Reduced:
$65,000 is being requested in the IT Server Room None. $65,000 from the General Fund Use of Fund
Emergency Generator capital project. Balance account.
Justification of this Increase: Justification of this Decrease:
The funding is needed to purchase a power generator There is sufficient funding in 2007 to meet program
and fixtures associated with the relocation of the objectives and City Policy.
Information Technology Server Room.
Increase Expense Budget (Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Fixed assets 1010 6600 5801 00 65,000 07031 1
Decrease Expense Budget (Increase Revenue Budget)
Account Name Account Number Amount Project Number
Use of fund balance 1010 0001 4999 99 65,000
Approval Signatures Budget Office Use Only
4 Type: A B C E
Reque y Date
Gtr ;o�
Bud anager Date Posted to General Ledger
Initial Date
Depa ent Director Date Posted to Project Accounting
Initial Date
L�
Fina ce Direct ate Entered in Category Log
Initial Date
Mayor D-
A&
City of Fayetteville �7// 7 11
Staff Review Form rte- U [�O
City Council Agenda Items / /Y
or qVl ,
Contracts f
7/17/2007
City Council Meeting Date
Paul A. Becker Finance Director Finance
Submitted By Division Department
Action Required:
Approval of a bid waiver with United Engines for the purchase of a 150kW Generac generator for the amount of
$31 ,489.00 plus applicable taxes and shipping. Approval of a budget adjustment for $65,000.
$ 65,000.00 $ IT Server Room Generator
Cost of this request Category / Project Budget Program Category / Project Name
1010.6600.5801 .00 $ Information Technology Impvs
Account Number Funds Used to Date Program / Project Category Name
07031 . 1 $ General
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached �X
Previous Ordinance or Resolution #
A G . 2 - 3 - 07
Department Director Date Original Contract Date:
Original Contract Number:
2667
City Attom /•WY ate
1,v Id k167
Received in City Clerk's Office
G�
Fina ce Director Date
Received in Mayor's Office t
/n �
Mayor Da e
LL
Comments:
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
From: Paul A. Becker, Director of Finance
Date: June 14, 2007
Subject: Purchase of a generator and approval of a lease agreement to provide additional space
for the Information Technology Division
RECOMMENDATION
Finance Department staff recommends that the City Council approve the purchase of a generator
for the Information Technology Division and a budget transfer from General Fund fund balance
in the amount of $65,000. Staff also recommends that the City Council authorize the Mayor to
enter into a lease agreement for space in the E. J. Ball Building for the amount of $ 18,510.00
annually.
BACKGROUND
The current physical location of computer equipment is creating a problem that has become
acute. First, there is the not enough physical space. There is no available space for adding
equipment or increasing storage capacity. Second, and more important, electrical power needs
are close to exceeding capacity. This means we can not increase storage capacity. We also need
to install a new AS/400 and transfer data from the current machine and there is not enough
power to run two machines during the conversion process. An immediate danger is that the
HVAC system may malfunction due to over extension of the available power. If that happens,
the computer will be shut down, which will result in the closure of all systems with the exception
of the Police Department and Police Dispatch.
A data center must have a special HVAC system operating to provide humidity control,
temperature control, air volume, and air filtration and the current system is over extended.
DISCUSSION
This space and power issue has existed for several years. However, the situation has now
deteriorated to the point that it can no longer be deferred.
Alternative solutions were examined by staff as follows:
1 ) The current center in the Administration Building could be remodeled, which would
require significant electrical upgrades as well as HVAC system upgrades and new
equipment. This would cost an estimated $503,220.
2) Necessary lease space is currently available in the E. J. Ball Building for $18,510
annually. This space is particularly well suited for the City's needs because it was
designed for very similar use. In addition to the lease payments, fire suppression
equipment, a generator, and minor construction costs would be incurred. The total
of this option is $ 105,250 in equipment costs and annual lease payments of
$ 18,510.
A comparison of the two proposals indicates the lease option has a 21 .5 year break even point as
compared to the remodeling option. Also to be considered is that the interest earned on the
difference in cash out lay for equipment would be approximately $16,000 per year. For these
reasons, staff recommends the lease option.
BUDGETIMPACT:
A budget adjustment is being requested for $65,000 to cover the purchase of the generator and
the associated installation/wiring of the server room. The adjustment is broken out as follows:
Generac 150kW Computer System Generator $ 33,500
Generator Installation/Wiring/Conduit $ 12,800
Generator Concrete Pad $ 29000
Arkansas Western Gas Intermediate Pressure Service Upgrade $ 129000
Data Center Wiring/Upgrades/Receptacles/Data Boxes $ 4,700
Total $ 65,000
•
City of ,
113 T
ae �Vl Muntin
.72701 yv .
ARKANSAS
5-8214
To: Paul Becker, Finance Director
Thru: Scott Huddleston, IT Manager
Date: June 22, 2007
Subject: Bid waiver for a generator for IT relocation
RECOMMENDATION
The Information Technology department recommends approval of a bid waiver for the purchase of a
Generac generator, 150 kW to provide an emergency back up power supply for the City's Data
Center.
BACKGROUND
The City has installed the Generac generators in the majority of all remote sites including fire
stations. All of the maintenance on these generators is done by the city. The parts are also supplied
by the city. By staying with the same line of product, we will be able to maintain standardization of
equipment as well as avoid training on the maintenance of two different product lines.
DISCUSSION
As recently as a few months ago, the city received bids for back up generators for another
department. Generac did submit a bid, which was the lowest bid, for almost the same product that
we are interested in purchasing. Their bid was disqualified because it didn't meet the specifications
as outlined in Bid 07-40. It does, however, meet the needs of our department.
BUDGET IMPACT
We are needing a 150kW generator with cost not to exceed $65,000.
1
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A 150kW
GENERAC BACK-UP POWER GENERATOR FROM UNITED ENGINES IN
THE AMOUNT OF $31,489.00 PLUS APPLICABLE TAXES AND SHIPPING
FOR THE INFORMATION TECHNOLOGY DIVISION; AND APPROVING A
BUDGET ADJUSTMENT IN THE AMOUNT OF $659000.00.
WHEREAS, due to the fact that the Fire Department and the Water & Sewer Division have installed Generac
generators at various locations, that City maintenance staff is already trained to service this brand, and that the City
already stocks replacement parts for this brand, it is desirable that all of the back-up generators be of the same
manufacture.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances
constitute an exceptional situation where competitive bidding is not feasible or practical, waives the requirements of
formal competitive bidding for back-up power generators, and approves the purchase of a 150kW Generac back-up
power generator from United Engine in the amount of $31,489.00 plus applicable taxes and shipping for use by the
Information Technology Division.
Section I . That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in
the amount of$65,000.00.
PASSED and APPROVED this 17th day of July, 2007.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
06/22/2007 09 : 28 4794432594 CHRIS KING _ PAGE 02
2007-0rr2113AS >a 4711144317119
P 111
� ^ QUOTATION
TUniteffngines TO%Chris King
King Electric Pages: 1
FAX: (479) 443. 1719 Phcnel (479) 443.0006 DATE: 06/21/07
REt City of Fayetteville = Computer System Osnerator
We are pleased to offer the following GENERAC Generator for your consideration
GENERAC 150kW NG Rated Standhie with the fcJlowino features
GENERAC Standby 60 HZUL2Battery whack installed
48027 Listed BatteryGherger
Natural V UL mainline circuit breaker
Natural gas STD 2-year limited warranty
9ruehkss exclaimSTD
Level One guarding
H100 digital controller Standard Electronic Govrnor
Standard weather enclosure w/ muffler inside enclosure Flex fuel fine-nal gas
Electronic conlml panel Standard set of 3 manuals
4 Autom ransfer Sw
features;
Inphase adjustable contra
NEMA 1 Enclosure STD 2-yvar limited warrant'
2-wire alar) circuit Standard set of manuals
00YERAC 150kW Genset 8 400A ATc purchased as A unit $31489. 00 IOt.
GAS CONSUMPTION:
Consumption . . . . . . 2.061 ,000 STU/Hr
Volume of gas at 14`WC . . . 2061 cubic foot/Hr.
>• Included is generator start up by factory trained loohnicdan with Load Bank if repuired, during the fours of 8'00am
to 4:30pm Monday through Friday. Working after nomlal hours will incur overtime charges
All pricing is each Delivered o site unless noted otherwise,
Prioe does not include taxes, installation, fuel or, of0oedin9 at site.
r Dellve y: Currently 8- 10 weeks from dale of confirmed, purchase order.
> All orders are NET 30 with approved credit application.
Quoted pricing firm for orders received within 30 days.
Thanks for this opportunity to work with you Acceptance of quote:
Greg Esau Company:
GENERAC , Sales Engineer NAME: DATE:
918 / 230-1295 SIGNATURE
7464 East 416r Street a Tulsa, Oklahoma 74145 • Ph: (918) 627-8060 • Fax: (916) 663-0467
o -
N m 0 '11.1n
m s
O .. .
(n o n a
M.
y n
� e m
m m
m O
0
^ O n
0
- Z
<m
'3
J d
o m
� m n
m
C W C C 20
m m O c
0 0 (D
N N N N N H N N N N J 4
0 0
N T
v' o
0
o v
0
� m
o o n
0 0o w
�F
op a c 3 a
3 a o
v
'f m o
O y ry O
� m
p a w 4 v m o < -+ <3
S m x m m. m
m m . - c
m Q m m
m � 2
m
m � o
m Z
o Z
0
A V A J ry O
e H m O D m
N 10 O
b O it
O m
J �
d
o
m
m
M.
H
Z
� o
0
(7 23.07 Clarice Pearman - Ord. 5040 Page 1
From: Clarice Pearman
To: Becker, Paul
Date: 7.23.07 1 :54 PM
Subject: Ord. 5040
CC: Audit
Paul:
Attached is a copy of the above ordinance passed by City Council, July 17, 2007. I will forward to Budget & Research the original
budget adjustment via interoffice mail. Please let me know if there is anything else needed. Have a good day.
Thanks.
Clarice
Clarice Buffalohead-Pearman, C.A.M.C., C.M.C.
City Clerkrrreasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
coearmanaci.favetteville ar us