To: Board of Directors
From: Lewis Broschard, Chief, Contra Costa County Fire Protection District
Report Title: Peterson CAT Generator - Communications Center Remodel Amendment
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee to execute on behalf of the Fire Chief, a purchase order amendment with Peterson Power Systems, Inc. to increase the payment limit by $80,000, from $270,000 to a new payment limit of $350,000 for the acquisition of a Caterpillar C13 PG 400kW Standby Generator, related equipment, ancillary services, and a related warranty for use at the District’s new emergency telecommunication center, subject to Peterson’s Terms and Conditions.
FISCAL IMPACT:
Budgeted: 100% EMS Transport Fund.
BACKGROUND:
On November 5, 2024, the Board of Supervisors approved consent item 24-3639, authorizing a purchase order with Peterson Power Systems in an amount not to exceed $270,000. This amendment increases the previously approved amount to a new payment limit of $350,000, to include taxes and freight for the acquisition of a Caterpillar C13 PG 400kW Standby Generator, related equipment, ancillary services, and a related warranty for use at the District’s new emergency telecommunication center, subject to Peterson’s Terms and Conditions.
The District requires a new 400kw standby generator for use at its new emergency telecommunication center as the Contra Costa Fire Protection District is embarking on a major project to upgrade the Contra Costa Regional Fire Communications Center at 2010 Geary Road in Pleasant Hill. This construction project was awarded separately, and the construction is in progress.
The communications center is vital in coordinating incoming 911 calls to gather information to appropriately dispatch fire and emergency medical services. The coordination and communication among first responders are critical to the safety of staff and the public. The new facility will house advanced technology and equipment necessary for effective dispatch operations. Additionally, the new facility will provide additional dispatcher seating positions, increasing our capacity for increasing demand for services.
This amendment includes the Peterson Power Systems’ Terms and Conditions that include indemnity provisions from the District to Peterson, as well as a limitation of liability, capping liability at the lesser of the amount paid to Peterson over the prior 12 months or $10,000,000.
A reliable backup power source is essential for maintaining the continuous operation of the communications center during power outages-whether caused by severe weather, equipment failure, or other unforeseen events. An emergency generator is also required for the District’s certification as an accredited dispatch center.
Understanding that this type of equipment has long lead times, the Fire District attempted to get ahead by conducting a request for proposal process in early 2024. Unfortunately, the RFP process was not successful. Now that the building is under construction, it is critical for the District to procure this equipment in a timely manner. The District has been able to identify this generator from suppliers with acceptable delivery times under this cooperative purchasing agreement and is requesting to move forward with the purchase.
This purchase is governed by terms of the agreement between the District and Peterson Power Systems, Inc., and terms of a Sourcewell cooperative purchase contract awarded to Caterpillar, Inc. (Sourcewell Contract No. 0992222-CAT). Under Peterson's agreement, Peterson does not provide any warranty for the equipment because it is a third-party reseller. It also requires the District to indemnify Peterson for any liabilities related to the equipment or the use of the equipment. Any warranties or liabilities for the equipment itself are the responsibility of Caterpillar. The Sourcewell cooperative purchase contract with Caterpillar is incorporated by reference in the Peterson agreement and requires Caterpillar to warrant the equipment.
CONSEQUENCE OF NEGATIVE ACTION:
If this action is not approved, the Communications Center's construction schedule will be negatively impacted. If this equipment does not arrive on time, the District could be subject to delay claims from the contractor and be responsible for extended general conditions.