Loading...
HomeMy WebLinkAboutItem 09k - Change Order for Emergency Generator Rental STAFF REPORT PUBLIC WORKS SERVICES DEPARTMENT DATE: October 7, 2025 TO: Honorable Mayor and City Council FROM: Paul Cranmer, Public Works Services Director By: Carlos Aguilar, General Services Superintendent SUBJECT: CHANGE ORDER TO INCREASE THE PURCHASE ORDER WITH VALLEY POWER SYSTEMS, INC. FOR THE EMERGENCY GENERATOR RENTAL AT FIRE STATION 107 IN THE AMOUNT OF $5,440.70 CEQA: Not a Project Recommendation: 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 an 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 total cost of the generator rental exceeds the Purchase Order amount by $5,440.70. Since the total rental cost from Valley Power Systems, Inc. now exceeds $30,000, the Change Order requires City Council approval. For this reason, it is recommended that the City Council approve a Change Order to increase the Fiscal Year 2024-25 Purchase Order with Valley Power Systems, Inc. for the emergency generator rental at Fire Station 107, in the amount of $5,440.70. 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 Change Order for Emergency Generator Rental October 7, 2025 Page 2 of 3 troubleshooting, it was determined that immediate repairs were not feasible. As a result, a temporary emergency generator was rented to quickly restore backup power and ensure readiness in the event of additional outages. In response, the PWSD opened an Emergency Purchase Order for Fiscal Year 2024-25 with Valley Power Systems, Inc. for the rental of an emergency generator. Valley Power Systems, Inc. promptly supplied the requested emergency generator and ensured the rented equipment was properly connected to Fire Station 107 to provide reliable backup power. DISCUSSION Over the past few months, PWSD staff have been attempting to repair the damaged emergency generator; however, many of its replacement parts are now obsolete. As a result, sourcing these parts is difficult and comes with higher costs, as some parts may need custom fabrication. Furthermore, replacing certain components of the generator requires the purchase of additional parts, even those currently in working condition, to ensure compatibility and proper overall system functionality. The PWSD has determined that the purchase of a new emergency generator for Fire Station 107 is needed. Due to the emergency generator being needed for longer than anticipated, the Emergency Purchase Order of $29,999, issued in Fiscal Year 2024-25, was insufficient to cover the generator rental costs. The rented emergency generator has been installed at Fire Station 107 since January 2025 and will remain in place until a new emergency generator is purchased. The rented equipment has been essential in ensuring uninterrupted power is maintained in the event of outages. It 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 provided by Valley Power Systems, Inc. total $5,440.70, requiring an increase to the Fiscal Year 2024-25 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. It is recommended that the City Council approve a Change Order to increase the Fiscal Year 2024-25 Purchase Order with Valley Power Systems, Inc. for the emergency generator rental at Fire Station 107, in the amount of $5,440.70. Change Order for Emergency Generator Rental October 7, 2025 Page 3 of 3 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 Sufficient funds are available in the Fiscal Year 2024-25 Operating Budget to cover these costs. A Purchase Order for Fiscal Year 2025-26 has been opened to cover the rental cost needed in this fiscal year, until a new generator for Fire Station 107 is purchased. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve a Change Order to increase the Purchase Order with Valley Power Systems, Inc. for the emergency generator rental at Fire Station 107, in the amount of $5,440.70.