Consideration and Approval: Approve the Cooperative Purchase Contract with Empire SW, LLC dba Empire Power Systems to provide Maintenance Services on City-Owned Emergency Generators.
 

1. Approve the Cooperative Purchase Contract with Empire SW, LLC dba Empire Power Systems in an amount not to exceed $150,000 to provide Maintenance Services on City-Owned Emergency Generators; and
2. Authorize the City Manager to execute all necessary documents.

The City of Flagstaff has multiple emergency power generators. We are requesting to approve the Cooperative Purchase Contract with Empire SW, LLC dba Empire Power Systems which will deliver expert maintenance services for emergency generators owned by the City.  Empire will be an expert service provider for power systems. Empire offers specialized knowledge and technical expertise, adhering to manufacturer-recommended service intervals and procedures. Their technicians, factory-trained by Caterpillar, ensure all work and parts comply with warranty requirements. The Cooperative Purchase Contract establishes Empire as the service provider with pricing locked for the duration of the agreement with an annual cost not to exceed $150,000. This fixed pricing safeguards the City against economic or industry cost increases, supporting stable budgeting for relevant departments. Empire will monitor equipment performance, schedule services, conduct testing, and provide a comprehensive maintenance plan. The Cooperative Purchase Contract provides specific entity service and guarantees standardized labor and parts costs over its term, contributing to cost predictability and operational planning for the City.

The two-year Cooperative Purchase Contract with Empire secures fixed pricing for routine maintenance and testing on selected emergency generators. Funding for these services is already allocated within departmental maintenance budgets. This Cooperative Purchase Contract establishes set rates for maintenance services but incurs no upfront cost; the City will only be billed for services as they are performed. The intent is to maintain budget predictability for maintenance expenses over the agreement period.

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1. Approve the Cooperative Purchase Contract with Empire SW, LLC dba Empire Power Systems and obtain set rates for needed maintenance services and testing; or
2. Do not approve the Cooperative Purchase Contract and staff will obtain maintenance services and testing as needed, paying the rate applicable at that time of service.

Empire SW, LLC dba Empire Power Systems will provide specialized maintenance services and testing for the City of Flagstaff's emergency generators, utilizing appropriate parts and recommended fluids. As the expert service provider, Empire brings advanced technical expertise and adheres to manufacturer's recommended service intervals and procedures. Their factory-trained technicians ensure all work and parts meet warranty standards. The Cooperative Purchase Contract designates Empire as a service provider with fixed pricing for the value agreement term, protecting the City from economic or industry-related price increases and enabling stable budgeting for relevant departments. Empire schedules maintenance, testing, and provides a comprehensive service plan. Empire will also be tracking the preventive maintenance for all emergency generators. The Cooperative Purchase Contract guarantees consistent labor and parts costs, supporting cost predictability and streamlined operational planning for the City.

• Enhance the organization's fiscal stability & increase efficiency & effectiveness.
• Be an employer of choice through inclusive recruitment & by providing employees with the necessary
• tools, training, support & compensation.
• Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

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