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HomeMy WebLinkAboutItem 11b - Fire Apparatus and Service Repairs Budget Appropriation DATE: April 1, 2025 TO: Honorable Mayor and City Council FROM: Chen Suen, Fire Chief By: Tom Devlin, Battalion Chief Maria Lourdes Taylor, Sr. Management Analyst SUBJECT: RESOLUTION NO. 7625 AMENDING THE FISCAL YEAR 2024-25 GENERAL FUND BUDGET, AUTHORIZING A SUPPLEMENTAL BUDGET APPROPRIATION FOR FIRE APPARATUS AND SERVICE REPAIRS IN THE AMOUNT OF $100,000, OFFSET BY A REDUCTION IN THE GENERAL FUND RESERVE; AND APPROVING A CHANGE ORDER TO THE PURCHASE ORDER WITH PERFORMANCE TRUCK REPAIR INC. IN THE AMOUNT OF $100,000 CEQA: Not a Project Recommendation: Adopt and Approve SUMMARY On August 17, 2021, the City Council approved a three-year purchase order with Performance Truck Repair Inc., with the option to renew for two additional one-year extensions, for fire apparatus service and repairs. The current Fiscal Year 2024-25 Purchase Order with Performance Truck Repair Inc. is in the amount of $155,000. During this Fiscal Year, the Fire Department incurred additional unforeseen expenditures from the maintenance and service of its heavy apparatus, including multiple mechanical failures from the 1995 and 2010 Ladder Trucks. These unexpected costs require a change order with Performance Truck Repair Inc. to increase the amount by 65%, or an additional $100,000, for a total purchase order amount of $255,000. These repairs are necessary to ensure reliable use of the existing ladder trucks while the City awaits the development of the new ladder truck, which the City Council authorized last year. It is recommended that the City Council adopt Resolution No. 7625, amending the Fiscal Year 2024-25 General Fund Budget and authorizing a supplemental budget appropriation for fire apparatus and service repairs in the amount of $100,000, offset by a reduction in the General Fund Reserve; and approve a change order to the Purchase Order with Performance Truck Repair Inc. in the amount of $100,000. Resolution No. 7625 – Budget Appropriation and Change Order to Performance Truck Repair Inc. April 1, 2025 Page 2 of 3 BACKGROUND An aerial ladder truck is critical to the Fire Department’s fire suppression operations, and is designed to provide firefighters with a safe and stable platform to be able to access high-rise buildings and other tall structures. Specifically, an aerial ladder truck provides transportation to the fire scene, logistics to support and carry specialized rescue tools, self-sustained electrical power, lighting, water evacuation equipment, ground ladders, and delivering the primary aerial ladder to reach upper floors of multi-story buildings. The Fire Department’s 1995 Reserve Ladder Truck and 2010 Frontline Ladder Truck have both required extraordinary repairs to remain operational this year. The Fire Department is responsible for the service and repair of its fire apparatus and any vehicles that are outside the expertise and resources of the Public Works Services Department - Fleet Division. The maintenance and repair of fire apparatus are outsourced to a third-party vendor, Performance Truck Repair Inc. For Fiscal Year 2024-25, Performance Truck Repair Inc. has a purchase order in the amount of $155,000. DISCUSSION During this Fiscal Year, Performance Truck Repair Inc. has been utilized more than usual for the unplanned service and repair of fire suppression vehicles, most notably, to the 1995 Reserve and 2010 Frontline Ladder Trucks. Repairs have been undertaken due to mechanical failures, a hydraulic pump failure, and to replace the generator on the 2010 Ladder Truck. In July 2024, the City Council approved a purchase order to replace the 1995 Reserve Ladder Truck for $1,933,872; however, the delivery of the replacement truck (over two years to design and build) and increasing mechanical failures warrant an increase in Performance Truck Repair Inc.’s Purchase Order to keep the current trucks operational and maintain Fire Department service levels. Once the newly purchased heavy apparatus is delivered and placed in service, the 1995 Reserve Ladder Truck, Asset #60182, will be sent to auction or sold directly; and the 2010 Frontline Ladder Truck, Asset #80273, will be shifted from frontline to reserve status. Due to an aggressive preventative maintenance schedule, both vehicles have already been in service five years beyond their normal replacement schedule. To sufficiently cover additional and unanticipated expenses to the ladder trucks and other Fire Department heavy apparatus, it is necessary to increase Performance Truck Repair Inc.’s Purchase Order by $100,000 (or 65%), for a total purchase order amount of $255,000. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment. Resolution No. 7625 – Budget Appropriation and Change Order to Performance Truck Repair Inc. April 1, 2025 Page 3 of 3 FISCAL IMPACT The current Purchase Order for Performance Truck Repair Inc. is $155,000. A supplemental budget appropriation in the amount of $100,00 is being requested from the General Fund Reserve to cover the anticipated costs. This additional funding will help cover unforeseen maintenance, service, and repairs to the aging 1995 Reserve and 2010 Frontline Ladder Truck s, and to other Fire vehicles that might need similar services. Without this supplemental appropriation, critical repairs needed for the Department’s ladder trucks to perform fire suppression operations may not occur. RECOMMENDATION It is recommended that the City Council find that the proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”); and adopt Resolution No. 7625, amending the Fiscal Year 2024-25 General Fund Budget, authorizing a supplemental budget appropriation for fire apparatus and service repairs in the amount of $100,000, offset by a reduction in the General Fund Reserve; and approve a change order to the Purchase Order with Performance Truck Repair Inc. in the amount of $100,000. Attachment: Resolution No. 7625