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HomeMy WebLinkAboutItem 11i - Change Order to Fire Apparatus Service and Repairs PO STAFF REPORT FIRE DEPARTMENT DATE: June 2, 2026 TO: Honorable Mayor and City Council FROM: Chen Suen, Fire Chief By: Tom Devlin, Battalion Chief SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH PERFORMANCE TRUCK REPAIR INC. FOR FIRE APPARATUS SERVICE AND REPAIRS IN THE AMOUNT OF $50,000 CEQA: Not a Project Recommendation: 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 (2) additional, one- year extensions for fire apparatus service and repairs. The current Fiscal Year 2025- 26 Purchase Order with Performance Truck Repair Inc. is for $155,000. During this Fiscal Year, the Fire Department incurred additional unforeseen expenditures for fire apparatus service repairs. These additional costs are primarily due to unusual mechanical failures within the Fire Department’s fleet, and an increased volume of repairs beyond the current capacity of the Public Works Fleet Division. These repairs are necessary to keep fire apparatus in service and available for emergency response. The unanticipated costs associated with this work will require a Change Order with Performance Truck Repair Inc. by increasing its current Purchase Order amount by 32%, or an additional $50,000, resulting in a total Purchase Order amount of $205,000. No supplemental appropriation is required, as there are sufficient savings elsewhere in the Fire Department’s FY 2025-26 Budget to accommodate the increase in this area. Change Order to Performance Truck Repair Inc. June 2, 2026 Page 2 of 3 It is recommended that the City Council approve a Change Order to increase the Purchase Order with Performance Truck Repair Inc. for fire apparatus service and repairs in the amount of $50,000. DISCUSSION The Fire Department is responsible for the service and repair of its fire apparatus and vehicles that are outside the expertise and resources of the Public Works Services, Fleet Division. This work has been accomplished by outsourcing through a third-party vendor, Performance Truck Repair Inc. For Fiscal Year 2025-26, Performance Truck Repair Inc. has a Purchase Order in the amount of $155,000. During this Fiscal Year, Performance Truck Repair Inc. has been utilized more than usual for the unplanned service and repair of fire suppression vehicles. Over the years, Fire vehicles have been operating at an increased demand due to the City’s ongoing increase in call volume. In addition, it is currently taking over three years for new vehicles to be built and delivered; therefore, the City is maintaining older vehicles that require more repairs, while awaiting the arrival of the new equipment. To sufficiently cover additional and unanticipated expenses for these services, it is necessary to increase Performance Truck Repair Inc.’s current Purchase Order by $50,000 (or 32%), for a total Purchase Order amount of $205,000. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The current Purchase Order amount for Performance Truck Repair Inc. is $155,000 and needs to be increased by $50,000 for the remainder of the current FY 2025-26 resulting in the total Purchase Order amount of $205,000. This increase will help cover unforeseen maintenance, service, and repairs that require outsourcing to Performance Truck Repair, Inc. The additional repair and service cost will be absorbed through savings realized within the Fire Department’s overall Operating Change Order to Performance Truck Repair Inc. June 2, 2026 Page 3 of 3 Budget during this Fiscal Year; therefore, no additional appropriations are required at this time. 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 approve a Change Order to increase the Purchase Order with Performance Truck Repair Inc. for fire apparatus service and repairs in the amount of $50,000.