HomeMy WebLinkAboutItem 12 Special Procurement Emergency GeneratorAGENDA ITEM SUMMARY Meeting Date: 1/22/2019
Meeting Type: Regular Meeting
Staff Contact/Dept.: Ken Vogeney/DPW Staff Phone No: 541-736-1026
Estimated Time: 5 minutes
S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Strengthen Public Safety by Leveraging
Partnerships and Resources
ITEM TITLE: SPECIAL PROCUREMENT FOR THE DESIGN AND PURCHASE OF THE CITY HALL EMERGENCY GENERATOR PROJECT, No. P11009
ACTION REQUESTED:
Adopt/not adopt the following resolution: A RESOLUTION OF THE
SPRINGFIELD CITY COUNCIL, AS THE LOCAL CONTRACT REVIEW
BOARD ESTABLISHING A CONTRACT-SPECIFIC SPECIAL PROCUREMENT FOR THE DESIGN, INSTALLATION AND PURCHASE OF
THE CITY HALL EMERGENCY GENERATOR PROJECT, No. P11009.
ISSUE STATEMENT: Staff requests approval from the Council, acting as the local contract review board, for a contract-specific special procurement process for the installation and purchase
of an emergency generator for City Hall. The special procurement process will
include issuing a request for proposal (RFP) where the proposer’s response would include the design, installation and purchase of the generator from a single proposer
instead of issuing individual RFPs for each component of the generator project.
ATTACHMENTS: 1. Resolution
DISCUSSION/ FINANCIAL
IMPACT:
The City obtained a grant of $98,000 from the Office of Emergency Management to purchase and install a back-up generator for City Hall, which houses the City’s
primary network servers, fiber hub and telephone system. The typical procurement process for this type of project would include separate RFPs for each component of
the project such as purchase of the generator, installation, and engineering design
work to connect the generator to the City’s system. Under ORS 297B.085 and SMC 2.703(3), the City can approve a contract-specific special procurement if it finds the
procurement (1) is unlikely to encourage favoritism and (2) is expected to result in
substantial cost savings or otherwise substantially promotes the public interest.
The installation of an emergency generator for City Hall is appropriate for a special procurement process for several reasons. First, it will not encourage favoritism because the design-build process will be open to all qualified proposers. Second,
this type of contractor method will result in substantial cost savings to the City because the proposer will be able to submit a bid that provides the most power and capacity for the grant amount instead of the City itself estimating the cost of
purchasing the generator and the associated design and installation work. Also, this project has unique security and operational implications for City Hall facilities and
the grant funding has specific time and performance requirements. Finally, the
project is complex and requires coordination between City engineering and IT staff and the contractor.
If the special procurement is approved, staff plans to issue an RFP for a design-build process beginning in January with proposals due in February of 2019. Staff
recommends that the committee for selecting the firm be comprised of the
Emergency Manager, City Engineer, IT Director, Electrical Inspector, Facilities Manager and the Project Manager.
Attachment 1, Page 1 of 2
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO. ___________
A RESOLUTION OF THE SPRINGFIELD CITY COUNCIL AS THE LOCAL CONTRACT REVIEW
BOARD ESTABLISHING A CONTRACT SPECIFIC SPECIAL PROCUREMENT FOR THE DESIGN, INSTALLATION AND PURCHASE OF AN EMERGENCY GENERATOR FOR CITY HALL AND ADOPTING FINDINGS IN SUPPORT OF A SPECIAL PROCUREMENT
WHEREAS, the City of Springfield received a grant from the Office of Emergency Management to
replace the existing generator at City Hall to provide backup power for the City’s network, telephone,
and internet services which would allow the City to have an onsite continuity of operations work area
during times of extended power outages;
WHEREAS, the amount of the grant is $98,000;
WHEREAS, the new emergency generator will increase capacity from 20 kw to 300 kw and includes a
larger fuel tank and new automatic power transfer switch;
WHEREAS, the project will require the purchase of an emergency generator, engineering design and
installation that must be accomplished by an outside contractor;
WHEREAS, the City of Springfield has adopted a Public Contracting Code pursuant to ORS 279A.010
et seq.;
WHEREAS, the City Council is designated as the local contract review board for the City of Springfield,
pursuant to ORS 279A.060 and Springfield Municipal Code (SMC) Section 2.701;
WHEREAS, under ORS 279B.085(4) and SMC 2.703(3), the local contract review board may approve a
special procurement if it finds that the special procurement is (a) unlikely to encourage favoritism in
the awarding of public contracts or to substantially diminish competition for public contracts, and is (b)
reasonably expected to result in substantial cost savings to the contracting agency or the public, or
otherwise substantially promotes the public interest in a manner that could not practicably be realized
by complying with applicable contracting requirements;
WHEREAS, preparing separate request for proposals for each component of the project would
increase the time and cost of the project;
WHEREAS, preparing separate request for proposals for each component could result in a less
powerful generator because it would cost more to contract with three separate contractors; and
WHEREAS, City staff requests the City Council, as the local contract review board, authorize a special
procurement for the purchase and installation of an emergency generator as a contract specific
procurement allowing a design-build type of request for process where the proposer will submit a
proposal for all of the work connected with this project including engineering design, installation, and
purchase of the generator.
Attachment 1, Page 2 of 2
NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD:
Section 1: The Council approves the contract specific special procurement for the
engineered design, installation and purchase of the emergency generator for City Hall.
Section 2: The City Council adopts the following findings:
A. The contract specific special procurement for the emergency generator project is
unlikely to encourage favoritism because of the request for proposal would be open to all qualified
proposers.
B. The contract specific special procurement for the emergency generator project
substantially promotes the public interest in a manner that could not be realized by utilizing informal
quotes or a competitive proposal or bidding process because (1) working with a single contractor will
maximize the City’s buying power for the grant award, (2) the project has unique security and
operational impacts for City Hall, and (3) the grant funding has specific time and performance requirements.
Section 3: The contract specific special procurement for the emergency generator project
shall be conducted as follows:
A. City staff will issue a Request for Proposal (RFP) where the proposer would
submit the design, installation, and cost of purchasing the generator.
B. The evaluation of the RFP responses would follow the City’s standard process.
Section 4: Public notice of this contract specific special procurement will be given by publication in The Register-Guard and by posting to the City’s public procurement web page in
accordance with ORS 279B.085(5).
Section 5: This Resolution will take effect upon adoption by the Council and approval by the
Mayor.
ADOPTED by the Common Council of the City of Springfield this ___ day of _________, 2019, by a vote of _____ for and ____ against.
_______________________
Mayor
ATTEST:
__________________________
City Recorder