Resolution No. 2013-027RESOLUTION NO. 2013-27
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE ISSUANCE OF
MONTHLY PURCHASE ORDERS TO FIRE APPARATUS SOLUTIONS
FOR VEHICLE MAINTENANCE AND REPAIR SERVICES PENDING
COMPLETION OF A COMPETITIVE BID PROCESS
WHEREAS, on February 1, 2011, the City Council of the City
of Vernon adopted Resolution No. 2011-14, approving an agreement with
Fire Apparatus Solutions for vehicle maintenance services for the fire
department (the "Agreement"); and
WHEREAS, on October 2, 2012, by minute order, the City
Council of the City of Vernon approved Change Order No. 1 to extend
the agreement for an additional year; and
WHEREAS, due to an oversight, the contract expired without
timely extension; and
WHEREAS, by memorandum dated February 5, 2013, the Fire
Department is requesting authorization to issue a purchase order to
Fire Apparatus Solutions, on a month by month basis, effective January
1, 2013,to provide essential maintenance and repairs needed to
maintain the equipment functionality at a per month cost not to exceed
ten thousand dollars; and
WHEREAS, the Fire Department is requesting that expenses
with Fire Apparatus Solutions incurred for the month of January, 2013,
up to the amount of $10,000, be ratified; and
WHEREAS, the Fire Department is also seeking authorization
to issue a request for competitive bids for its vehicle maintenance
and repairs, in a manner which complies with the Competitive Bidding
and Purchasing Ordinance and return to City Council for a contract
award as soon as possible.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the above recitals are true and correct.
SECTION 2: The City Council of the City of Vernon finds
that this action is exempt under the California Environmental Quality
Act (CEQA), in accordance with Section 15061(b)(3), the general rule
that CEQA only applies to projects that may have an effect on the
environment.
SECTION 3: The City Council of the City of Vernon hereby
approves and authorizes the Purchasing Agent, or their designee, to
issue monthly Purchase Orders, not to exceed $10,000 in any month, to
Fire Apparatus Solutions, starting January, 2013.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the Fire Department to issue a request for competitive bids
for its vehicle maintenance and repairs, in a manner which complies
with the Competitive Bidding and Purchasing Ordinance and return to the
City Council for a contract award as soon as possible.
- 2 -
SECTION 5: The Interim City Clerk of the City of Vernon
shall certify to the passage, approval and adoption of this
resolution, and the Interim City Clerk of the City of Vernon shall
cause this resolution and the Interim City Clerk's certification to be
entered in the File of Resolutions of the Council of this City.
APPROVED AND ADOPTED this 5th day of �February, 2013.
Name: 'William J. Davis
Title: Mayor /'"�-� n _m
_3_
STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Dana Reed, Interim City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. 2013-27,
was duly passed, approved and adopted by the City Council of the City
of Vernon at a regular meeting of the City Council duly held on
Tuesday, February 5, 2013, and thereafter was duly signed by.the Mayor.
or Mayor Pro-Tem of the City of Vernon.
Executed this 4 day of February, 2013, at Vernon, California.
(SEAL)
I"(0
Dan Reed, Interim City Clerk
- 4 -
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: February 11, 2013
TO: David Kimes, Interim Fire Chief n
FROM: Deborah Juarez, Records Management Assistants I
RE: Resolution No. 2013-27— A Resolution of the City Council of the City of Vernon
Approving and Authorizing the Issuance of Monthly Purchase Orders to Fire Apparatus
Solutions for Vehicle Maintenance and Repair Services Pending Completion of a
Competitive Bid Process
Transmitted herewith is a copy of Resolution No. 2013-27 referenced above, which was approved by City
Council on February 5, 2013.
Thank you.
Attachment
c: Purchasing Dept.
Resolution No. 2013-27
Agreement No. 11-013
11—ei3
RECEIVED
JAN 31 W3
CITY CLERWSoff*
RECEIVED
JAN 3 0 2013
CITY ADMINISTRATION
STAFF REPORT M 0
FIRE DEPARTMENT
1K4(r�
DATE: February 5, 2013
TO: Honorable Mayor and City Council
FROM: David Kimes, Interim Fire Chief 1,�
RE: Request to Issue a Purchase Order to Fire Apparatus Solutions for vehicle
maintenance and repair services
Recommendation
It is recommended that the City Council find that approval of the proposed Purchase Order with
Fire Apparatus solutions in this staff report are exempt under the California Environmental
Quality Act (CEQA) in accordance with Section 15061(b)(3), the general rule that CEQA only
applies to projects that may have an effect on the environment.
It is recommended that the City Council approve the request to issue Purchase Orders to Fire
Apparatus Solutions, the prior contractor, on a month by month basis, commencing January 1,
-�2013 thru June 30, 2013, to provide essential maintenance and repairs needed to maintain the
equipment functionality. The cost per month will not exceed ten thousand dollars.
It is recommended that the Fire Department be authorized to issue a request for competitive bids
for its vehicle maintenance and repairs, in a manner which complies with the Competitive
Bidding and Purchasing Ordinance and return to City Council for a contract award as soon as
possible.
The request is being submitted for approval as a result of the contract expiration with Fire
Apparatus Solutions on December 31, 2012. ,1 I
Background
On February 1, 2011, the City Council adopted Resolution No. 2011-14 approving an agreement
with Fire Apparatus Solutions to provide vehicle maintenance services for the Fire Department.
On October 2, 2012, by minute order, the City Council approved Change Order No. 1 to increase
the contract in the amount of $50,000 to the original contract for the period of January 2012 to
December 2012 for the continuation of vehicle maintenance services.
Non -bid and non -renewal was an oversight and will not occur in future with use of Eden
contracting module for periodic review and rebidding.
The issuance of purchase orders to one vendor on a month to month basis is requested as a
temporary measure pending a bid process to secure a contract for these services. While Vernon
could procure these services on an as -needed basis from a variety of repair establishments,
without a duty to aggregate the purchases for the sake of a competitive bid, it seemed prudent to
continue to direct the purchases to the prior contractor to insure continuity of service. While the
Fire Department agrees that this is not the best practice from the point of view of an open and
transparent process, it is only a temporary measure to keep the equipment in operation.
Fiscal Impact
The six month cost for maintenance is not to exceed $50,000.00. Funding for this request was
not specifically budgeted, but funds are available.