For City Council Meeting [June 8, 2021]
TO: Honorable Mayor and City Council
APPROVAL: Sean Grayson, Acting City Manager
FROM: Brian Park, Interim Fire Chief
Title
Request City Council to Approve the First Amendment to the Agreement with Fire Apparatus Solutions and Approve an In-Kind Trade of Surplus Equipment in Exchange for a Credit of $25,560 toward the Purchase Order for Preventative Maintenance and Repair of Fire Department Apparatus.
Body
BACKGROUND
The City contracts with Fire Apparatus Solutions Inc. (FAS) for repair and maintenance of specialized Fire Department apparatus. This includes the Department’s fire engines, ladder truck, water tender, brush engine, and Heavy Rescue Unit. The City issued a purchase order to Fire Apparatus Solutions for a total of $150,000 for FY2020-21 for services that include parts and labor. However, due the cost to maintain aging equipment the repair amount has surpassed the original purchase order of $150,000.
ANALYSIS/DISCUSSION
The Fire Department has used FAS for maintenance and repair services for the Fire Department’s fleet of specialized apparatus since 2013. FAS was awarded the bid for these services beginning July 1, 2017 and is currently in the third year of a one (1) year contract with four (4) additional one (1) year extensions at the City’s discretion.
In 2020, the Fire Department purchased replacement self-contained breathing apparatus (SCBA) equipment and a cascade system into fill air bottles. This old equipment is no longer serviceable nor compliant with current standards. Fire Apparatus Solutions has a need for the out of service equipment. The City agrees to provide, and Contractor agrees to accept, all rights and title to the surplus fire department equipment as more particularly set forth in Exhibit A to this First Amendment (“Equipment”). The Parties agree that the monetary value of the Equipment is $25,560. The Fire Department and FAS now desire to amend the Agreement to allow credit of the $25,560 to the City under the purchase order limit for the fiscal year 2020/2021 based on an in-kind trade of surplus equipment.
ENVIRONMENTAL IMPACT
The proposed action does not meet the definition of a project as defined by Section 15378 California Environmental Act (CEQA). A “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and excludes the following:
1) Continuing administrative or maintenance activities, such as purchases for supplies, personnel-related actions, general policy and procedure making.
2) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
Our City government will lead by example, and will operate in an open, transparent and responsive manner that meets the needs of the citizens and is a good place to do business. This action is also consistent with the following policy:
5-3.1: Provide for fire personnel, equipment, and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact
The total authorized expenditure remains $150,000 however the value of services increases due to the $25,560 credit for a total of $175,560 in services value. The total amount is a budgeted expenditure and available in General Fund Account number 010-500-5150-2110.
Capital Improvement Budget Impact
There is no impact to the Capital Improvement Budget.
Licensing
Fire Apparatus Solutions has a business license with the City of Rialto.
RECOMMENDATION
Staff recommends that the City Council approve first amendment to the agreement with Fire Apparatus Solutions and approve an in-kind trade of surplus equipment in exchange for a credit in the amount of $25,560 toward the purchase order for Preventative Maintenance and Repair of Fire Department Apparatus.