July 11, 2017

MEMO TO:           Mayor Barber and Board of Commissioners

FROM:                  Frank A. Rush, Jr., Town Manager

SUBJECT:           Resolution Authorizing Pre-Positioned Emergency Generator Rental Contract

The Board of Commissioners is asked to approve the attached resolution authorizing a pre-positioned emergency generator rental contract with SunBelt Rentals, Inc., Fort Mill, SC, at unit costs specified in the attached bid tabulation

The Town initially solicited proposals for 10 emergency generators in April, but only received one bid (Electric Paramedics, Sanford, NC) that was judged to be excessive by Town staff and the Town’s FEMA consultant.  The Town revised its specifications and solicited new proposals for 4 emergency generators in June, and received two bids – one from SunBelt Rentals, Inc. and a revised (and slightly higher) bid from Electric Paramedics.  As noted on the attached bid tabulation, SunBelt Rentals, Inc. is the clear low bidder by a significant margin. 

The attached resolution authorizes the Town Manager to execute a contract with SunBelt Rentals, Inc. that calls for the delivery and initial set-up of 4 generators to provide electrical power to the Town’s fixed storm water pumps located at Deer Horn Drive, Doe Drive, Shipwreck Lane, and Island Circle.  If necessary, these generators can be relocated to the Town’s other fixed storm water pump locations on Conch Court, Colonel Henson Court, or Osprey Ridge or a Town building.  (There are separate diesel powered storm water pumps in Lands End that can be activated if the Lands End electric storm water pumps are not operable.  All Town buildings are equipped with emergency generators, however, if one fails it will be possible to utilize a rental generator from this pool of 4 generators.)  The Town would utilize a private electrician to make the necessary connections, and the electrician is on-call and available to the Town on short notice.  Under the terms of the contract, all equipment would be guaranteed to be available within 24 hours of a notice to proceed.

The attached bid tabulation indicates the unit price costs for delivery, setup, and first day rental (code A), daily rental (B), weekly rental (C), and monthly rental (D).  Each number on the proposal (1, 2, 3, 4) represents a different generator location, and there is a separate unit cost for rental fuel tanks.  As is the case for the debris contract and the emergency pump rental contract, the emergency generator rental contract will only be activated if a hurricane strikes Emerald Isle and the need for this equipment exists.  The Federal Emergency Management Agency (FEMA) is expected to reimburse the Town for 100% of costs associated with this contract if activated.

The Board should note that the emergency generator rental contract is a 2-year contract.  The attached contract would be in effect for the 2017 and 2018 hurricane seasons, and the Town would solicit new proposals prior to the 2019 hurricane season.

I recommend approval of the attached resolution.