AGENDA STAFF REPORT. Budgeted: Yes Current Year Cost: $695,000 Annual Cost: N/A

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1 AGENDA STAFF REPORT Agenda Item ASR Control MEETING DATE: 10/22/13 LEGAL ENTITY TAKING ACTION: Board of Supervisors BOARD OF SUPERVISORS DISTRICT(S): 2 SUBMITTING AGENCY/DEPARTMENT: John Wayne Airport (Approved) DEPARTMENT CONTACT PERSON(S): Alan L. Murphy (949) SUBJECT: 15,000 Hour Maintenance Service with Bay City Equipment Industries, Inc. CEO CONCUR COUNTY COUNSEL REVIEW CLERK OF THE BOARD Pending Review Approved Agreement to Form Consent Calendar 3 Votes Board Majority Budgeted: Yes Current Year Cost: $695,000 Annual Cost: N/A Staffing Impact: No # of Positions: Sole Source: N/A Current Fiscal Year Revenue: N/A Funding Source: JWA Operating Fund 280: 100% County Audit in last 3 years No Year of Audit Prior Board Action: N/A RECOMMENDED ACTION(S): 1. Find that the project is Categorically Exempt from the California Environmental Quality Act (CEQA), Class 1, (Existing Facilities) pursuant to CEQA Guidelines Section CEQA CLEARANCE HAS BEEN SOUGHT FROM OCPW BUT HAS NOT YET BEEN RECEIVED. 2. Authorize the Purchasing Agent or designee to execute a one-time Contract with Bay City Equipment Industries, Inc., dba Bay City Electric Works to perform a 15,000 hour maintenance service on four (4) QSV91-G6 generators located at John Wayne Airport s Central Utility Plant, in an amount not to exceed $695, Without further Board action, authorize the Purchasing Agent or designee to exercise a contingency Contract cost increase not to exceed $35,000 for the entire term of the Contract, within the scope of work set forth in the Contract, pursuant to County policies and procedures. SUMMARY: John Wayne Airport (JWA) requests authorization for the Purchasing Agent or designee to execute a onetime Contract, CT , with Bay City Equipment Industries, Inc., dba Bay City Electric Page 1

2 Works, to perform a 15,000 hour maintenance on four (4) QSV91-G6 generators located at JWA s Central Utility Plant in the amount not to exceed $695,000. BACKGROUND INFORMATION: Central Utility Plant Description John Wayne Airport s (JWA) Central Utility Plant is composed primarily of four (4) natural gas powered generator sets and their associated emissions control equipment, three (3) centrifugal chillers, two (2) hot water absorption chillers, electronic control and power distribution systems, and associated infrastructure and utility equipment. When operating, this plant provides electrical service and chilled water for air conditioning for existing Terminals A, B, and C and electrical service for Parking Structures A1, A2, B2 and Parking Structure C. 15,000 Hour Service The four natural gas generators have been running since March of 2011, providing electricity for the Airport. At this point in their operating life cycle, a 15,000 hour service consisting of a major overhaul and parts replacement is required. Services shall include labor to remove and re-install cylinder heads, replacement of lubricating oils and coolant supplies, hazardous waste disposal, parts replacement, seals testing, a complete inspection, and other associated tasks. On completion of these tasks, the Contractor will re-tune the engines and run the engines on test before returning to service. For a complete list of tasks, please reference Exhibit A. A contingency amount of $35,000 is also requested in the event that unexpected repairs are identified during the 15,000 service inspection and rebuilding process. This amount will only be utilized in the event that unanticipated repairs are needed. Bid Summary On July 11, 2013 JWA issued an Invitation for Bid (IFB) to perform a 15,000 hour maintenance on four (4) QSV91-G6 generators. 693 vendors were notified of the IFB via the County s online bid system BidSync.com. Three (3) vendors attended the mandatory job walk on July 25, Two (2) bid responses were received. The following is a summary of the bid responses: Company Total Cost Bay City Equipment Industries, Inc., dba Bay City Electric Works $695,000 Duthie Electric Service Corporation $1,129,033 After reviewing the company profiles, references and pricing of the responding vendors, JWA determined that Bay City Equipment Industries, Inc., dba Bay City Electric Works is the lowest, responsive, responsible bidder. They have shown that they have the qualifications, experience, and technical expertise to meet the Airport s service needs. The Contract referenced in this agenda item does contain language which permits reductions or termination of the Contract immediately without penalty if approved funding or appropriations are not forthcoming. This Contract is filling a critical service need and approval to proceed is recommended. Page 2

3 CEQA COMPLIANCE: The proposed project is Categorically Exempt (Class 1), from the provisions of CEQA pursuant to Section 15301, because it provides for the exemption of projects involving the operation, maintenance and repair of existing public facilities. FINANCIAL IMPACT: There are adequate appropriations in the FY JWA Operating Fund to cover contract costs. STAFFING IMPACT: N/A EXHIBIT(S): Exhibit A: 15,000 Major Service Task List ATTACHMENT(S): Attachment A: Contract with Bay City Equipment Industries, Inc., dba Bay City Electric Works Page 3

4 Exhibit A 15,000 Hour Major Service Task Clean Lubricating Spin Oil Filter Replace Spark Plugs Replace Air Cleaner Element (Primary and Secondary Filters) Oil Sample (Analysis) of Used Oil Replace Air Cooler Intake Filter Check Flexible Hoses & Replace As Needed Check Supplemental Coolant Additives (SCA) Check Engine Mounts Check Engine Electrical Connections Replace Starter Motor and Batteries Replace Back-up Power Supply Batteries Check All Connections to Starter Motor and Batteries Measure Turbocharger Axial Clearance Measure Turbocharger Radial Clearance Replace Lubricating Oil and Filters Replace Air Cleaner Element for Evap Cooler Replace NG Fuel Filter Replace Crankcase Ventilation Re-Circulator Element Check Front Gear Train Backlash Check Generator Electrical Connections Clean Lubricating Oil Cooler Clean Aftercooler Drain Cooling System and Replace with New Coolant (Flush) Inspect Camshaft Inspect Push Rods or Tubes Inspect Tappet Assembly Inspect Generator Flexible Coupling & Replace Grease Inspect Control Panel Assembly Replace Coolant Thermostats Replace Lubricating Oil Thermostats Replace NG Fuel Line Seals Replace Cylinder Head Replace Fuel Regulator Replace Lubricating Oil Pump Replace Water Pump Replace Throttle Shaft Bearings Check All Lube Oil Lines Clean PMGs Assemblies and Grease Generator Bearings Change Gearbox Oil Check Gearbox Internal Parts Perform Alignment Checks for Engine, Gearbox, and Generator Inspect and Clean CO Catalyst & Reseal Open and Clean CAIN 1& 2 Heat Exchangers & Re-Seal Open, Check, and Clean Low Temperature Plate Heat Exchanger Open, Check, and Clean High Temperature Plate Heat Exchanger Service all Cooling System Bray Valves Remove, Clean, & Service Hot Water Flow Meter Notes SEI task Page 1 of 1

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