TOWN STAFF REPORT RECOMMENDATIONS
title
Discuss, consider and act regarding Resolution 25-05 approving and authorizing the Town Manager to enter into a contract with Holt Power Systems - Caterpillar for procurement of a 700kw on-site backup diesel generator set for the Town’s water pump station in the amount of $342,481.28 utilizing Sourcewell Cooperative Purchasing Contract #092222-CAT (Cheryl Taylor, P.E., Director of Public Works).
body
STAFF: Cheryl Taylor, P.E., Director of Public Works
BACKGROUND:
During a heavy storm in June 2024, a power surge damaged the emergency backup generator for the pump station that supplies the entire Town of Westlake with water and needs replacement. Per the approved TCEQ’s Emergency Preparedness Plan, the Town must have back-up power generator on-site to meet TCEQ requirements.
DISCUSSION:
The pump station for the Town of Westlake, located at SH377, was constructed in 2001. The single pump station feeds the Knox elevated storage tank and provides drinking water and fire protection to the entire Town of Westlake. In June of 2024, during the early morning hours, SCADA system alarms alerted Public Works staff of a power outage, and the generator had failed. Utility staff traveled to the Westlake booster station to attempt to rectify the issue. Immediately staff contacted Parker Power to help troubleshoot the issue. It was found that the diesel engine had failed resulting in a total loss of backup power to the site. This meant the pumps were not able to be activated to fill the elevated storage tank to supply the town with the typical morning usage. Assessment of the situation by both Parker Power and Waukesha Pearce determined that the existing generator had met end-of-life and parts were no longer available to repair the engine on the Generac brand generator which is original to the pump station. Both Parker Power and Waukesha Pearce are authorized generator repair shops in the metroplex.
Staff then contacted Freese and Nichols Engineering to determine the best course of action for the replacement of the failed generator. A pump station evaluation was conducted, and it was determined that the original generator was undersized and will need to be upsized to meet demands of the system as it has grown since 2001. Freese and Nichols (FNI) developed a bid package, and Public Works staff partnered with Sourcewell for the purchase of a replacement generator, which is before you tonight for your consideration of approval.
Public Works collaborated with FNI on an expedited replacement for the generator and determined that ordering the generator early and packaging the installation in a separate bid set would be the most expeditious plan, as the lead time for new generators ranged from 24 weeks to 48 weeks from date of purchase. At a future council meeting, you will be presented with a follow-up package that will include the removal and disposal of the old generator and installation of the new generator. We anticipate the installation package to be bid later this year and will be included in the Fiscal year 2025-2026 Public Works budget.
Partnering with Sourcewell Cooperative Purchasing, two (2) bids were received from Holt Power Systems - Caterpillar and Cummins. Freese and Nichols, the Town’s engineering consultant for the generator replacement provided a letter recommending award to Holt Power Systems - Caterpillar, as they submitted the low bid with the shortest lead time for delivery. Holt Power Systems - Caterpillar is a reputable supplier and generator manufacturer. The contract with Holt and will include the initial start-up services at no additional charge, one set of filters and one year service maintenance (prices below).
The total cost of the purchase of the generator is as follows:
Base Bid $334,157.78
One set of filters $823.50
One year service maintenance $7,500.00
Total cost of generator $342,481.28
Funding for the purchase of the replacement generator will be through remaining American Rescue Plan Act (ARPA) funds.
FISCAL IMPACT:
The total cost for a purchase of a replacement emergency backup generator for the pump station is $342,481.28 which will include the initial start-up services, one set of filters and one year service maintenance and will be funded through ARPA funds.
STAFF RECOMMENDATION:
Staff recommends approval of Resolution 25-05 authorizing the Town Manager to enter into a contract with Holt Power Systems - Caterpillar for procurement of a 700 kw diesel generator set for the Town’s water pump station in the amount of $342,481.28 utilizing Sourcewell Cooperative Purchasing Contract #092222-CAT
ATTACHMENT(S):
1. Resolution 25-05
2. Letter of Recommendation 2-7-25
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny