Title
Approval of Services Agreement No. AGR26-36 with Loftin Equipment Company for a Mobile 560kW Generator and Maintenance Services in the amount of $436,603.00 Plus Applicable Gross Receipts Tax for the term of Seven Years
Recommended Action
I move that the Board of Public Utilities recommend approval of Services Agreement No. AGR26-36 with Loftin Equipment Company for a Mobile 560kW Generator and Maintenance Services in the amount of $436,603.00 Plus Applicable Gross Receipts Tax for the term of Seven Years and forward to Council for approval.
Utilities Manager's Recommendation
The Utilities Manager recommends that the Board approve the motion as presented.
Body
The Los Alamos County DPU has experienced prolonged electrical outages during wildfire events (Cerro Grande and Las Conchas) that affected the production and delivery of water to the water distribution system in town. There was a more recent threat during the summer of 2022 during the Cerro Pelado Fire, that prompted the emergency action to rent and connect a large generator from UAMPS to the Guaje wells and booster pumps system to ensure Water Production could continue to produce and deliver water to critical fire suppression systems, and for domestic use. The generator can also power Otowi Well #2 (480V well), which provides a large supply of water to White Rock and LANL.
The DPU, in conjunction with Emergency Management, applied for a Hazard Mitigation grant from FEMA, through the NM Department of Homeland Security and Emergency Management office for a 75% contribution (grant) and 25% match from DPU. The total Grant/Match funding totals $387,476.25, with $96,869.06 of that (25%) contributed by DPU - all for the purchase of the equipment only, excluding maintenance and service fees. The BPU previously approved the budget adjustment to encumber the funds if the grant was approved and awarded by FEMA/DHSEM.
The grant approval process included putting out a Request for Proposals to vendors to supply the generator unit, and maintenance services. The vendor chosen by the committee is Loftin Equipment Company. The full scope of services in the agreement includes the equipment purchase, maintenance and repair services.
Alternatives
The BPU could choose not to recommend approval of the services agreement for purchase of the mobile generator, plus maintenance and services. In this case the County would not receive the approved grant award and would forgo purchasing an emergency mobile generator that can be used for emergency backup power to produce water from wells for delivery to the water distribution system that provides fire protection to Los Alamos, White Rock, and even LANL.
Fiscal and Staff Impact
The 25% grant match from DPU has already been approved and encumbered. The FEMA/DHSEM grant award pays for 75% of the purchase. DPU will need to include yearly maintenance and service costs for the generator unit as a WP O&M budget line item.
Attachments
A - AGR26-36 Loftin Equipment Co.