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 damaged body box |
5,400 |
|
Welding of structural cracks |
4,500 |
|
Materials for crack repair |
1,100 |
|
Total |
23,000 |
In order to complete the full and safer refurbishment of the fire engine, an additional $7,000 will be required to be added to the Purchase Order over net savings. Even with the additional cost, the City will realize a $455,000 savings over purchasing a new fire engine.
ENVIRONMENTAL IMPACT:
The request is not a Project as defined by Section 15378 of the California Environmental Quality Act (CEQA) Guidelines. 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. By definition, a Project does not include: The creation of government funding mechanisms or other government fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment according to Section 15378 (b)(4) of the CEQA Guidelines
GENERAL PLAN CONSISTENCY:
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 approved the staff report.
FINANCIAL IMPACT:
The new total cost for the refurbishment is $169,016.58. Funds are budgeted and available in the Fire Ground Emergency Transportation Fund Account No. 209-500-5175-3050.
RECOMMENDATION:
Staff recommends that the City Council increase the Purchase Order to Performance Truck Repair to Refurbish One Fire Engine by $7000 for a total of $169,016.58