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Agenda Report
September 29, 2026
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A FIVE-YEAR
CONTRACT WITH AFFORDABLE GENERATOR SERVICES INC FORSTATIONARY AND PORTABLE GENERATOR MAINTENANCE AND REPAIR SERVICES IN AN AMOUNT NOT-TO-EXCEED $757,845
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RECOMMENDATION:
It is recommended that the City Council:1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(C)(2), 15060(C)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required;
2. Award contract to lowest and best bid dated August 17,2026,submitted by Affordable Generator Services, Inc. in response to the bid specifications for Stationary and Portable Generator Maintenance and Repair Services, and authorize the City Manager to enter into a five-year contract for a total not-to-exceed amount of $757,845, which includes the base contract amount of $688,950 and acontingency of $68,895 to provide any necessary change orders; and
3. Authorize the City Manager to approve within contract authority, amendments to the subject contract including durational extensions.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) is responsible for managing the maintenance and repair of City-owned stationary and portable generators that provide backup power to Cityfacilities and support essential City operations. The City currently maintains 27generators, consisting of 17 stationary generators and 10 portable generators, locatedthroughout City facilities including City Hall, fire stations, the Police Department, PublicWorks facilities, treatment plants, Water and Power facilities, and other City locations. t
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MEETING OF
9/29/2026 AGENDA ITEM NO.
4 Five-Year Contract Award with Affordable Generator Services, Inc.
September 28, 2026
Generators provide an important source of backup power during planned andunplanned power interruptions. Regular inspection, testing, preventative maintenance,and timely repairs are necessary to ensure this equipment remains operational and ready to provide power when needed. Failure to properly maintain generator systems may result in equipment failure, increased repair costs, and reduced availability of backup power at critical City facilities.Preventative maintenance services include monthly, quarterly, and annual inspections and maintenance of the City's generators. Services include inspection of engine,cooling, fuel, electrical, battery, charging, and control systems; fluid and filter replacement; operational testing; and identification of deficiencies requiring correctiveaction. Services also include preventative maintenance and operational testing of automatic transfer switches and annual load bank testing to verify generator performance and identify potential deficiencies.In addition to the City's generators, BSFMD is also responsible for maintaining enginerelated inspection and preventative maintenance of one Clarke fire sprinkler pumplocated at City Hall. Services include monthly and quarterly inspections of the engineand associated components as well as annual preventative maintenance to ensure the unit remains operational and in a state of readiness.
A Notice Inviting Bids for Stationary and Portable Generator Maintenance and Repair Services was posted on OpenGov Procurement on July 27, 2026. The postinggenerated notices to all vendors who had previously registered with the City for thiscommodity class. A total of 26 vendors downloaded the specifications. A total of fivebids were received by the bid closing date, none of which were local.
Following advertising, bids were electronically received on August 17, 2026, and are as follows:
Bidder
1. Affordable Generator Services, Inc.
2. West Coast Energy Systems, LLC
3. Global Power Group, Inc.
4. Odyssey Power Corporation
5. Bay City Electric Works
Location
Santa Fe Springs, CACorona, CA
Lakeside, CA
La Habra, CA
Poway, CA
Amount ($)$ 214,820$ 498,332$ 509,950$ 667,121$1,111,785 It is recommended that Affordable Generator Services, Inc. be awarded the contract as they are the lowest, most responsive and responsible bidder. The vendor is active and in good standing with the Secretary of State. Staff recommends this vendor be awardeda five-year contract term in an amount not-to-exceed $757,845. The proposed contract with Affordable Generator Services, Inc. fully complies with the Pasadena Municipal Code Chapter 4.08 and Chapter 4.11 for Competitive Bidding and Living WageOrdinances. The City has previously done business with this vendor, paying invoices totaling over $1.26 million since Fiscal Year 2019.
Five-Year Contract Award with Affordable Generator Services, Inc.
September 28, 2026
The contract will be set up as follows:
Base Bid
Contingency
$688,950$ 68,895
Contract Not-to-Exceed Amount $757,845
A contingency of ten percent is allocated to this contract to allow for unforeseen operational needs during the life of the contract.The total contract amount represents a not-to-exceed amount based on the City's historical expenditures for generator maintenance and repair services and anticipatedoperational needs over the five-year contract term. Payment to the contractor shall be made on an as-needed basis for preventative maintenance, inspections, testing, diagnostics, repairs, emergency services, fuel services, generator rentals, replacement parts, and related services actually requested and performed, in accordance with theprices submitted in the bid.
COUNCIL POLICY CONSIDERATION:
This action supports the City Council's strategic planning goals to improve, maintain, and enhance public facilities and infrastructure, maintain fiscal responsibility andstability, and ensure the safe and reliable operation of City equipment that supportsessential public safety, emergency response, and infrastructure services to the community.
ENVIRONMENTAL IMPACT:
The action proposed herein is not subject to the California Environmental Quality Act("CEQA") in accordance with Section 21065 of CEQA and State CEQA GuidelinesSections 15060(c)(2), 15060(c)(3), and 15378. The proposed action consists of a contract for the maintenance, inspection, testing, and repair services for existing Cityowned stationary and portable generators and related equipment. This action does notauthorize construction, physical improvements, or any direct physical change in the environment, nor does it create a reasonably foreseeable indirect physical change in theenvironment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines.
Since the action is not a project subject to CEQA, no environmental document isrequired.
Five-Year Contract Award with Affordable Generator Services, Inc.
September 28, 2026
FISCAL IMPACT:
The total cost of the recommended action is $757,845 over five years. The Departmentwill utilize existing budgeted appropriations in the Fleet Maintenance Fund and the Building Maintenance Fund to support the first year of contract costs. Future contract costs will be budgeted as part of the Department's annual operating budget. There is no impact to the General Fund.
The following table represents the contract summary.
Base BidContingency
$$
688,950
68,895
Total Fiscal Impact $ 757,845
Respectfully submitted,
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GREGDEVINCK.P.E.
Director of Public Works
Prepared by:
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Gabriel SilvaBSFMD Administrator
Approved by:
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^p- MATTfiEW FHAWKESWORTH
Interim City Manager