Title
Proposed Amendment No. 4
Contract No. 2001082 (SCN-0000145)
Standby Generator Preventative Maintenance and Repair Services
O&M
Body
Agenda of: October 23, 2024
Item No.: 2024-315
Amount: Original Contract $1,587,500.00
Amendment No. 1 0.00
Amendment No. 2 0.00
Amendment No. 3 1,025,206.83
Proposed Amendment No. 4 0.00
New Contract Total $2,612,706.83
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: September 27, 2024
RE: Proposed Amendment No. 4
Contract No. 2001082 (SCN-0000145)
Standby Generator Preventative Maintenance and Repair Services
Vendor: Preventative Maintenance Technologies, LLC
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 Contract No. 2001082 (SCN-0000145), Proposed Amendment No. 4, “Standby Generator Preventative Maintenance and Repair Services” with Preventative Maintenance Technologies, LLC, with no increase in cost for a total cost not to exceed $2,612,706.83 and an increased duration of 200 days for a total duration of 1,845 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA operates 67 generators between five (5) water treatment plants,15 booster stations and six (6) 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 Association 110 and manufacturer’s recommendations. Annual Automatic Transfer Switch and switchgear preventative maintenance is conducted, in addition to annual generator preventative maintenance. There are three (3) previous amendments for this contract. Amendment No. 1 added seven (7) additional locations from the water booster stations, and 22 locations from the Water Resource Recovery Facility with no increase in cost. Amendment No. 2 added the Huber location with no increase in cost. Amendment No. 3 was an increase in cost for an additional $1,025,206.83 due to critical repairs needed on a variety of generator equipment.
JUSTIFICATION
The purpose of this amendment is to provide a stop gap between the current contract, ending November 10, 2024, and the replacement contract that is in the Request for Bid process for GLWA facilities and their associated standby generator systems. This contract will continue to provide recurring preventive maintenance of standby generators for GLWA water treatment plants, booster stations and support sites. In addition to preventative maintenance, the vendor will continue troubleshooting, repair, and emergency maintenance as needed up to the execution of the replacement contract. The continuation of this contract ensures that all the standby generator equipment remains reliable.
PROJECT MANAGEMENT STATUS
Original Contract Time 1,645 days (05/11/2020 - 11/10/2024)
Amendment No. 1 0 days
Amendment No. 2 0 days
Amendment No. 3 0 days
Proposed Amendment No. 4 200 days (11/11/2024 - 05/29/2025)
New Contract Time 1,845 days (05/11/2020 - 05/29/2025)
PROJECT ESTIMATE
Original Contract Price $1,587,500.00
Amendment No. 1 0.00
Amendment No. 2 0.00
Amendment No. 3 1,025,206.83
Proposed Amendment No. 4 0.00
New Contract Total $2,612,706.83
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Operations & Maintenance (O&M) Budget
Cost Center(s): 882171 Lake Huron Water Plant
882151 Northeast Water Plant
882161 Southwest Water Plant
882141 Springwells Water Plant
882131 Water Works Park
882330 Adams Road Pumping Station
892345 Conner Pumping Station
882332 Franklin Road Pumping Station
892349 Freud Pumping Station
882335 Joy Road Pumping Station
892343 Blue Hill Pumping Station
882329 North Service Center Pumping Station
882336 Schoolcraft Pumping Station
882324 West Service Center Pumping Station
882334 Wick Road Pumping Station
892347 Fischer Pumping Station
882431 Field Service Operations
Expense Type(s): Contractual Operating Services (617900)
Equipment Repairs & Maintenance (622300)
This proposed amendment is for an extension of time only. Although the amendment extends the final completion date into FY 2025, there is no substantive financial impact.
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on October 9, 2024.
SHARED SERVICES IMPACT
The proposed procurement of this item will be shared by the GLWA and DWSD as outlined in the Shared Services Agreement.