HomeMy WebLinkAboutItem 10b - Change Order for Emergency Generator Rental
STAFF REPORT
PUBLIC WORKS SERVICES DEPARTMENT
DATE: March 17, 2026
TO: Honorable Mayor and City Council
FROM: Paul Cranmer, Public Works Services Director
By: Carlos Aguilar, General Services Superintendent
SUBJECT: RESOLUTION NO. 7659 AMENDING THE FISCAL YEAR 2025-26 FACILITY
MAINTENANCE OPERATING BUDGET, AUTHORIZING A SUPPLEMENTAL
BUDGET APPROPRIATION IN THE AMOUNT OF $25,000 FOR THE
EMERGENCY GENERATOR RENTAL AT FIRE STATION 107, OFFSET BY A
REDUCTION IN THE GENERAL FUND; AND APPROVE A CHANGE ORDER
TO THE PURCHASE ORDER WITH VALLEY POWER SYSTEMS, INC. FOR THE
EMERGENCY GENERATOR RENTAL AT FIRE STATION 107 IN THE
AMOUNT OF $25,000
CEQA: Not a Project
Recommendation: Adopt and Approve
SUMMARY
During the January 2025 Windstorm event, several components of the emergency
generator at Fire Station 107 were damaged due to widespread power surges in the
area. After thorough troubleshooting, it was determined that immediate repairs
were not feasible. As a result, the Public Works Services Department (“PWSD”)
opened a Fiscal Year 2024-25 Emergency Purchase Order with Valley Power Systems,
Inc. for the rental of an emergency generator for Fire Station 107. Due to the
equipment being needed for longer than anticipated, the PWSD subsequently
opened a Fiscal Year 2025-26 Purchase Order with Valley Power Systems, Inc. to
continue renting the emergency generator. The total cost of the Fiscal Year 2025-26
generator rental is estimated to exceed the Purchase Order amount by $25,000.
Since the total rental cost from Valley Power Systems, Inc. now exceeds $30,000, the
Change Order requires City Council approval.
Change Order for Emergency Generator Rental
March 17, 2026
Page 2 of 4
It is recommended that the City Council adopt Resolution No. 7659 amending the
Fiscal Year 2025-26 Facility Maintenance Operating Budget, authorizing a
supplemental budget appropriation in the amount of $25,000 for the emergency
generator rental at Fire Station 107, offset by a reduction in the General Fund; and
approve a Change Order to the Purchase Order with Valley Power Systems, Inc. for
the emergency generator rental at Fire Station 107 in the amount of $25,000.
BACKGROUND
During the January 2025 Windstorm event, widespread power surges in the area
damaged several components of the emergency generator at Fire Station 107,
including the control board, transfer switch, and switchgear. After thorough
troubleshooting, it was determined that immediate repairs were not feasible. As a
result, the PWSD opened an Emergency Purchase Order for Fiscal Year 2024-25 with
Valley Power Systems, Inc. for the rental of an emergency generator for Fire Station
107. Valley Power Systems, Inc. promptly supplied the requested emergency
generator and connection to Fire Station 107, providing reliable backup power and
ensuring readiness for any additional outages. The rental cost for the emergency
generator for Fiscal Year 2024-25 totaled $35,439.70.
Further evaluation of the damaged emergency generator revealed that many of the
unit’s replacement parts are obsolete, making it necessary to purchase a new
emergency generator. On October 7, 2025, the City Council approved the purchase
of a new emergency generator for Fire Station 107. The new emergency generator
will be a Cummins 80-kilowatt diesel unit that will provide adequate and reliable
backup power to Fire Station 107. In addition, the new generator will operate with
significantly reduced noise levels and will deliver improved fuel efficiency, consuming
less diesel while maintaining optimal performance.
Until the new generator is fully built and installed, the rented generator remains
necessary to ensure uninterrupted backup power is available to Fire Station 107.
Accordingly, the PWSD opened a Purchase Order for Fiscal Year 2025-26 with Valley
Power Systems, Inc. to continue rental services. Installation of the new emergency
generator is anticipated to be completed in April 2026. Therefore, the temporary unit
is needed at Fire Station 107 through the end of April 2026.
Change Order for Emergency Generator Rental
March 17, 2026
Page 3 of 4
DISCUSSION
Due to the rental emergency generator being needed for longer than anticipated, the
Fiscal Year 2025-26 Purchase Order of $29,999 is insufficient to cover the generator
rental costs through April 2026. The rented emergency generator needs to remain in
place until a new emergency generator is built and installed. The rented equipment
has been essential in ensuring uninterrupted power is maintained in the event of
outages.
The rental unit enables critical systems, such as emergency communications,
dispatch equipment, lighting, bay door operations, and life-safety systems, to remain
fully functional, even when the main power supply is down. The additional rental
services that will be provided by Valley Power Systems, Inc. total $25,000, requiring
an increase to the Fiscal Year 2025-26 Purchase Order. Since the City Manager’s
signature authority is limited to $30,000, City Council authorization is now required
to increase the Purchase Order.
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.
FISCAL IMPACT
The temporary emergency generator has been needed longer than anticipated while
the new permanent unit is being built and installed. The additional rental costs
required through April 2026 were not included in the Fiscal Year 2025-26 Facility
Maintenance Operating Budget. As a result, an appropriation of $25,000 from the
General Fund is being requested and will be placed into the Facility Maintenance
Operating Budget to pay for this expense. With the original Purchase Order for
$29,999, and the requested $25,000 Change Order, the FY2025-26 Purchase Order
now totals $54,999 for the emergency generator rental. Sufficient funds are available
in the General Fund to cover this request.
Change Order for Emergency Generator Rental
March 17, 2026
Page 4 of 4
RECOMMENDATION
It is recommended that the City Council determine that this action does not
constitute a project under the California Environmental Quality Act (“CEQA”); adopt
Resolution No. 7659 amending the Fiscal Year 2025-26 Facility Maintenance
Operating Budget, authorizing a supplemental budget appropriation in the amount
of $25,000 for the emergency generator rental at Fire Station 107, offset by a
reduction in the General Fund; and approve a Change Order to the Purchase Order
with Valley Power Systems, Inc. for the emergency generator rental at Fire Station
107 in the amount of $25,000.
Attachment: Resolution No. 7659
1
RESOLUTION NO. 7659
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA,
CALIFORNIA, AMENDING THE FISCAL YEAR 2025-26 FACILITY
MAINTENANCE OPERATING BUDGET, AUTHORIZING A SUPPLEMENTAL
BUDGET APPROPRIATION IN THE AMOUNT OF $25,000 FOR THE
EMERGENCY GENERATOR RENTAL AT FIRE STATION 107, OFFSET BY A
REDUCTION IN THE GENERAL FUND
WHEREAS, the emergency generator at Fire Station 107 failed to supply backup
power during the January 2025 Windstorm Event and was damaged due to
widespread power surges; and
WHEREAS, a temporary rental emergency generator has been installed by
Valley Power Systems, Inc. since the existing equipment failed; and
WHEREAS, the temporary emergency generator has been needed longer than
anticipated while the new permanent emergency generator is being built and
installed; and
WHEREAS, the total cost for the rental of the temporary emergency generator
through April 2026 will exceed the Fiscal Year 2025-26 Purchase Order with Valley
Power Systems, Inc by $25,000; and
WHEREAS, the additional rental costs through April 2026 were not included in
the Fiscal Year 2025-26 Facility Maintenance Operating Budget; and
WHEREAS, the additional rental costs will exceed the Purchase Order with
Valley Power Systems, Inc by $25,000, and a supplemental budget appropriation in
2
this amount is necessary to cover the rental expenses for the emergency generator
at Fire Station 107, offset by a reduction in the General Fund.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA,
DOES FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The sum of twenty-five thousand ($25,000) is hereby appropriated,
to the Fiscal Year 2025-26 Facility Maintenance Operating Budget for the purposes of
funding the Change Order to the Purchase Order with Valley Power Systems, Inc for
the emergency generator rental at Fire Station 107.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
[SIGNATUES ON THE NEXT PAGE]
3
Passed, approved and adopted this 17th day of March, 2026.
Mayor of the City of Arcadia
ATTEST:
City Clerk
APPROVED AS TO FORM:
Michael J. Maurer
City Attorney