Report to Mayor and City Council
Tuesday, October 15, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVING RESOLUTION NO.19-167, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AMENDING THE FISCAL YEAR 2019/20 BUDGET IN THE GENERAL FUND BY AUTHORIZING ADDITIONAL FUNDS FOR THE PAYMENT OF INVOICES FOR RENTAL AGREEMENT WITH QUINN POWER SYSTEMS AND TO EXTEND THE RENTAL AGREEMENT WITH POWER TRIP RENTALS FOR AN ADDITIONAL SIX (6) MONTHS (CITY COUNCIL)
Body
I. SUMMARY
The Emergency Operations Center (EOC) is a central command and control facility responsible for carrying out the principles of emergency preparedness and emergency management and disaster management functions. City Hall is the primary location for Carson’s EOC and is equipped with an emergency generator. In the event of a natural disaster or an electrical grid failure, the generator will provide temporary power to City Hall for the EOC and other critical functions.
During an inspection by staff, it was determined that the stationary generator was not fully functional. In addition, an issue with the fuel supply line had previously been identified and required correction. In order to implement Federal Emergency Management Agency P-1019, Emergency Power Systems for Critical Facilities: A Best Practices Approach to Improving Reliability, and to be sure that the City is prepared in the event of an emergency, a portable rental unit was immediately put in place until the stationary generator and its appurtenances could be further assessed and appropriately addressed.
Public Works initially rented a portable generator from Quinn Power Systems under the City Manager’s authority of $25,000. This generator was removed in July 2019, and there is an outstanding balance of $42,593.67 owed to Quinn. In August 2019, following procurement policy Public Works began renting a portable generator from Power Trip Rentals. The current rental agreement was initiated for a two month term and expires at the end of October, but based on the assessment of the stationary equipment, an extension of the rental agreement is needed to allow enough time to appropriately address the stationary generator and the diesel fuel line. The additional six month extension that may be needed would require a budget amendment of $29,852.94
II. RECOMMENDATION
Recommendation
1. Authorize the City Manager to amend the Purchase Order issued to Quinn to increase the amount by $42,593.67.
2. Authorize the City Manager to amend the Purchase Order issued to Power Trip Rentals to increase the amount by $29,852.94.
3. Approve Resolution No. 19-167, A Resolution of the City of Council of the City of Carson, California, Amending the Fiscal Year 2019/20 budget in the general fund by authorizing additional funds for the payment of invoices for rental agreement with Quinn Power Systems and to extend the rental agreement with Power Trip Rentals for an additional six (6) months.
Body
III. ALTERNATIVES
1. Take another action the City Council deems appropriate and consistent with the requirements of the law.
1. IV. BACKGROUND
The Emergency Operations Center (EOC) is a central command and control facility responsible for carrying out the principles of emergency preparedness and emergency management or disaster management functions. The EOC is located within City Hall and is equipped with an emergency generator. In the event of a natural disaster or an electrical grid failure, the generator will provide temporary power to City Hall for the EOC and emergency lighting.
The City Hall emergency generator is currently not operable. During the last inspection by staff, the generator did not provide adequate revolutions per minute (RPM) and the engine shut down completely. In addition, the diesel line of the storage tank did not hold pressure due to a crack in the supply pipe, and subsequently, the City applied for a Supplement Application for Temporary Closure with the County of Los Angeles Department of Public Works. This temporary closure permit covers a period of six months and will allow the City to take the underground storage tank out of service to perform necessary repairs.
In 2018, Public Works rented a portable generator from Quinn Power Systems under the City Managers authority until the stationary generator could be repaired. Invoices totaling $42,593.67 have not yet been paid, and Quinn Power Systems removed their generator in July 2019. In August 2019 staff was able to secure a rental unit from Power Trip Rentals for a two month period, but the time needed to complete repairs requires an extension of the rental agreement. The additional six month extension that is needed will cause the rental cost to exceed City Manager authority.
Staff recommends Quinn Power Systems be paid the total amount due, and that the rental agreement with Power Trip Rentals be extended for six (6) months.
V. FISCAL IMPACT
Funds for this item were no included in the FY 2019/20 budget; therefore, if the resolution is approved, the budget will need to be increased by $72,446.61. This will be a one-time expenditure for FY 2019/20. Funds should be appropriated from the unreserved, undesignated general fund balance to account no.
101-80-840-275-7002.
VI. EXHIBITS
1. Resolution 19-167 (Pages 4 - 5)
Prepared by: Ariel de la Paz, Public Works Superintendent