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File #: 2025-071    Version: 1 Name:
Type: Resolution Status: New Business
File created: 3/3/2025 In control: Operations and Resources Committee
On agenda: 3/12/2025 Final action:
Title: Requisition No. REQ-0000028 Emergency Standby Generators Preventative Maintenance Services O&M
Sponsors: Cheryl Porter
Indexes: Water Operations
Attachments: 1. 2400265 Procurement Board Report, 2. 2400265 Cost Tabulation - Notice of Respondents, 3. 2400265 Vendor Response Follow-up
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Title

Requisition No. REQ-0000028

Emergency Standby Generators Preventative Maintenance Services

O&M

 

Body                     

Agenda of:                     March 26, 2025

Item No.:                     2025-071

Amount:                     $1,565,900.00

 

TO:                                          The Honorable

                                          Board of Directors

                                          Great Lakes Water Authority

 

FROM:                     Suzanne R. Coffey, P.E.

                                          Chief Executive Officer

                                          Great Lakes Water Authority

 

DATE:                     March 3, 2025

 

RE:                                          Requisition No. REQ-0000028

                                          Emergency Standby Generators Preventative Maintenance Services

                                          Vendor:  Preventative Maintenance Technologies, LLC

                                          Status:  New Contract/PO

 

MOTION

Upon recommendation of Cheryl Porter, Chief Operating Officer - Water and Field Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Requisition No. REQ-0000028, “Emergency Standby Generators Preventative Maintenance Services” with Preventative Maintenance Technologies, LLC, at a cost not to exceed $782,950.00 for a duration of two (2) years, with two (2) one (1) year renewal options at a cost not to exceed $391,475.00 for each renewal year, for a total contract amount of $1,565,900.00; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote. 

BACKGROUND

GLWA operates 58 generators between five (5) water treatment plants,11 booster stations, and seven (7) support sites. All GLWA standby generators require annual and semi-annual preventative maintenance service as well as repair services to ensure they operate properly to provide back-up power to their facilities.  Annual load bank testing and operational testing of these generators are also desired as part of scheduled preventative maintenance to verify proper operation at regular intervals in accordance with National Fire Protection Agency (NFPA) 110 standard and manufacturer’s recommendations. Annual automatic transfer switch (ATS) and switchgear preventative maintenance are conducted, in addition to annual generator preventative maintenance.

JUSTIFICATION

The purpose of this contract is to provide recurring preventative maintenance of standby generators for GLWA water treatment plants, booster stations, and support sites. The standby generators and their associated equipment need to be reliable to provide electrical service in the event of a power loss originating from the local utility. In addition to preventative maintenance, troubleshooting, repair, and emergency maintenance will be provided as needed. The execution of this contract ensures that all the standby generator equipment remain reliable.

FINANCIAL PLAN IMPACT

Summary:  The proposed contract with Preventative Maintenance Technologies, LLC encompasses scheduled preventative maintenance within the Operations & Maintenance Budget. Sufficient funds will be provided in the Operations & Maintenance (O&M) financial plan for this contract.

Funding Source:  Operations & Maintenance (O&M) Budget

Cost Center(s):  882131 - Water Works Park Water Plant

                                                882141 - Springwells Water Plant

                                                882151 - Northeast Water Plant

                                                882161 - Southwest Water Plant

                                                882171 - Lake Huron Water Plant

                                                882301 - Systems Operations Control

                                                882431 - Field Service Operations

                                                882324 - West Service Center Pumping Station

                                                882336 - Schoolcraft Pumping Station

                                                882335 - Joy Road Pumping Station

                                                882334 - Wick Road Pumping Station

                                                882330 - Adams Road Pumping Station

                                                882332 - Franklin Road Pumping Station

                                                882329 - North Service Center Pumping Station

                                                892343 - Blue Hill Pumping Station

                                                892347 - Fischer Pumping Station

 

 

Expense Type(s):                     Contractual Operating Services (617900)

                                                               Repairs & Maintenance-Equipment (622300)

Estimated Cost by Year and Related Estimating Variance:

Fiscal Year                                                                                                                                   Amount

FY 2025 Budget (Prorated)                                                               $      34,617.00

FY 2026 Financial Plan                                                                                          415,400.00

FY 2027 Financial Plan                                                                                          415,900.00

FY 2028 Financial Plan                                                                                          416,400.00

FY 2029 Financial Plan (Prorated)                                                382,158.00

Financial Plan Forecast                                                                                    $ 1,664,475.00

Proposed Contract Amount                                                               $ 1,565,900.00

Variance (positive/ (negative))                                                                                    $      98,575.00

COMMITTEE REVIEW

This item was presented to the Operations and Resources Committee at its meeting on March 12, 2025. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.

SHARED SERVICES IMPACT

This item does impact the shared services agreement between GLWA and DWSD.