For City Council Meeting [November 14, 2017]
TO: Honorable Mayor and City Council
APPROVAL: Michael Story, City Administrator
FROM: Sean Grayson, Fire Chief
Title
Request City Council Increase Purchase Order #2017-1746 to Performance Truck Repair by $7000 for the Refurbishment of One Fire Engine for a total of $169,016.58.
(ACTION)
Body
BACKGROUND:
On March 14, 2017, City Council awarded a bid and approved a Purchase Order for the refurbishment of one type 1 fire engine. This refurbished fire engine will be used in place of purchasing a new fire engine for the new Engine 205.
During the refurbishment process several unforeseen issues, beyond the scope of the bid, were discovered. Although there are several items that will result in a savings to the City, the net total will exceed the funds allocated in the Purchase Order.
ANALYSIS/DISCUSSION:
Performance Truck Repair found several items beyond the scope of the refurbishment bid that required repair. Fire Department staff assessed the findings and got independent price quotes for the additional repairs. The most cost effective mechanism to make the additional repairs was found to be to utilize Performance Truck Repair and to include the additional repairs in the ongoing refurbishment process.
The initial Purchase Order included a 10% contingency of $14,760. Fire Department staff worked with Performance Truck Repair on all contract items to ensure no contingency funds were being used for contract specified repairs. A total of $23,000 in additional repairs have been identified by Fire Department staff as essential to the safe refurbishment of the fire engine. The items are summarized in the table below.
Item
Cost
Radiator replacement
3,600
Heat Exchanger replacement
800
Cylinder Head replacement
2,000
Water Pump
615
Oil Pump
615
Misc. Engine items
590
Motor mount
250
U-JOINT
105
A/C Compressor replacement
1,400
Leaf spring perch
1,100
Pump gland, sleeve, bearing replacement
925
Replacement of damag...
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