TO: Mayor and Commissioners
FROM: Marjorie G Craig, PE, Utilities Director
THROUGH: Mark R. Lauzier, City Manager
DATE: January 16, 2018
Title
RATIFICATION OF EMERGENCY DISASTER PURCHASE OF 23 GENERATORS FOR THE CITY OF DELRAY BEACH UTILITIES DEPARTMENT DURING HURRICANE IRMA
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Recommended Action:
Recommendation
Motion to ratify emergency purchase awards to Pantropic Power Products, Inc. in the amount of $1,500,000 and to Americas Generators, Inc. in the amount of $674,477 for the City of Delray Beach (City) Utilities Department (Utilities) during Hurricane Irma for use in maintaining the operational status of the wastewater collection and raw water production systems during power outages.
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Background:
Hurricane Irma was initially projected to be a Category 5 storm, and even when later downgraded, a very powerful storm when it made land fall in South Florida. Historically, the City had suffered previous power outages lasting from 15 to 35 days during Hurricane Wilma and it was predicted that it would happen again during Hurricane Irma. Delray Beach Emergency Operations Center (EOC) Command Staff realized a direct need for portable generators, with a rating of 125kW to 150kW, to maintain operational status of the City’s 120 wastewater (sewage) lift stations without fixed generators during power outages; there are a total of 129 wastewater lift stations.
As predicted, the City suffered power outages and was not given a direct date from Florida Power & Light on when the power would be restored. Delray Beach EOC Command Staff requested additional generators from the Palm Beach County EOC and the State of Florida EOC; however, these agencies could not meet our immediate needs. Since wastewater overflows were a real possibility with no electrical power to the City’s 129 lift stations from our electrical utility provider (FPL), alternative preventative measures were taken by purchasing portable generators from City approved vendors through the Sheriff’s state contract, to complement our existing fleet of 22 trailer mounted generators.
On September 12, 2017, the City Manager authorized the purchase of eleven (11) generators from Americas Generators, Inc. in the amount of $1,500,000, and twelve (12) generators from Pantropic Power Products, Inc. in the amount of $674,477. Therefore, the total of all 23 generators was $2,174,477. The City’s Purchasing Policies and Procedures Manual (PPM) authorizes the City Manager to approve all emergency purchases and requires ratification of any applicable purchases by the City Commission.
Before power was completely restored throughout the City, generators were deployed as needed to mitigate any public health hazard occurring from wastewater overflows. Due to deployed generators, the operational status of the entire sewage pumping system was maintained, sustaining overflows to a minimum.
All required information has also been uploaded to the Federal Emergency Management Agency (FEMA) grants portal and is under review for reimbursement.
This request complies the City’s Purchasing Policies and Procedures Manual, Emergency Purchases, Emergency Disaster Purchases.
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source/Financial Impact:
Funding was available from account number 442-36-260-537.64-90 (Machinery & Equipment Other Machinery / Equipment).
Timing of Request:
This is not a time sensitivity to this matter.