File #: 2019-987    Version: 1 Name:
Type: Consent Status: Agenda Ready
File created: 10/24/2019 In control: City Council
On agenda: 11/5/2019 Final action:
Title: CONSIDER APPOVING 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 A RENTAL AGREEMENT WITH QUINN POWER SYSTEMS (CITY COUNCIL)
Attachments: 1. Resolution 19-167 Quinn Power - Updated 11-5

Report to Mayor and City Council

Tuesday, November 05, 2019

Consent

 

 

SUBJECT:                     

Title

CONSIDER APPOVING 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 A RENTAL AGREEMENT WITH QUINN POWER SYSTEMS  (CITY COUNCIL)

 

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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. To implement Federal Emergency Management Agency P-1019, Emergency Power System 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 up to $25,000 to address the urgent need for an emergency generator. In August 2019, when it was determined that more time was needed to assess whether to repair or permanently replace the stationary generator, staff rented, at a lower cost, a second portable generator from Power Trip Rentals in accordance with the City’s procurement policy. At the point that the second portable generator was acquired, an outstanding balance of $42,588.79 was owed to Quinn. The rental agreement with Power Trip Rentals was initially for a two month term that would expire at the end of October, but based on the continuing assessment of the stationary equipment, it was determined that an extension of the rental agreement was needed to allow enough time to appropriately address the stationary generator and the diesel fuel line. On October 15, 2019 the City Council approved a budget amendment of $25,000.

II.                     RECOMMENDATION

Recommendation

                     TAKE the following actions:

1.                     Authorize the City Manager to amend the Purchase Order issued to Quinn to increase the amount by $42,588.79.

 

2.                     Approve 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 five (5) months.

 

 

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III.                     ALTERNATIVES

1.                     Take another action the City Council deems appropriate and consistent with the requirements of the law.

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 services 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. Quinn Power Systems removed its generator in July 2019 and invoices totaling $42,588.79 have not yet been paid. 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 five month extension is within City Manager authority but requires a resolution.

 

V.                     FISCAL IMPACT

Funds for this item were not included in the FY 2019/20 budget; therefore, if the resolution is approved, the budget will need to be increased by $67,588.79. This will be a one-time expenditure for FY 2019/20. Funds will be appropriated from the General Fund Reserve (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, Landscape & Building Maintenance Superintendent