CITY OF SIGNAL HILL
STAFF REPORT
2175 Cherry Avenue • Signal
Hill, California 90755-3799
3/22/2022
AGENDA ITEM
TO:
HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM:
THOMAS BEKELE
PUBLIC WORKS DIRECTOR
SUBJECT:
PURCHASE OF PORTABLE GENERATOR EQUIPMENT
Summary:
The Public Works Department is seeking approval to purchase a portable generator utilizing Emergency Management Performance Grant (EMPG) funds.
Recommendations:
1. Authorize the City Manager to purchase one 50kW portable generator in an amount not-toexceed $68,604.
2. Adopt a resolution, entitled:
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SIGNAL HILL, CALIFORNIA,
AMENDING THE ADOPTED BUDGET AND AUTHORIZING BUDGET APPROPRIATIONS FOR FISCAL YEAR 2021-22
Fiscal Impact:
The not-to-exceed amount of $68,604 includes a 50kW generator, portable trailer, shipping and handling, and one-year warranty. The City currently has access to $53,000 of EMPG funds to apply for reimbursement. Staff has requested additional EMPG funds in the amount of $15,604 to cover the remaining expense. In the event the request is not granted, staff is requesting Council approve a budget adjustment reallocating available funds from the Public Works Facility Maintenance Division (Account No. 100-92-5840).
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Account Name Account Number Amount
Police Grant Revenue (EMPG) 100-33-4700 $53,000
Capital Outlay - Facility Maintenance 100-92-5840 $68,604 General Supplies - Facility Maintenance 100-92-5740 ($15,604) Net Impact to the General Fund $0.00
Overall, there is no fiscal impact to the General Fund.
Strategic Plan Objective:
Objective No. 2: Ensure that public safety is a high priority.
Background:
In November 1999, the City entered into a Joint Powers Agreement with the Cities of Long Beach and Avalon, known as Los Angeles County Disaster Management Area F (Area F), for the purpose of coordinating disaster management, training, and preparedness efforts. Pursuant to the Joint Powers Agreement between the Area F Cities, one agency from the area manages the EMPG funds. EMPG grants are overseen by the Federal Emergency Management Agency (FEMA) and are intended to provide state, local, tribal and territorial emergency management agencies with the resources required for implementation of the National Preparedness System, working towards the National Preparedness Goal.
The City of Long Beach serves as the lead agency for Area F, responsible for the administration and distribution of the EMPG grant funding. The revolving grant funds are passed through to each Disaster Management Area from the Federal Government via the California Governor’s Office of Emergency Services (Cal OES), to the County of Los Angeles, then to the City of Long Beach from the EMPG.
In December 2021 the County of Los Angeles agreed to distribute $77,886 to Area F. The Federal Award performance period of this agreement is in effect from July 1, 2020, to June 30, 2022. Of these allocated funds, the City was initially granted a maximum of $53,000 to purchase a portable generator.
On February 8, 2022, Long Beach executed a contract and necessary amendments with the County of Los Angeles to receive and expend the EMPG funding. In turn, this provided the City the assurance to move forward in acquiring a portable generator. On February 15, 2022, the City met with Long Beach to discuss funding requirements. Thereafter, the Public Works Department requested quotes from vendors.
Based on the quotes received, staff requested an increase in project funding from $53,000 to $68,604. Staff anticipates the request will be approved by Cal OES and FEMA. In the event the request is not granted, funds are available within the Public Works Facilities Maintenance Operating Budget to offset the remaining $15,604.
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Analysis:
As required by the grant, staff contacted qualified vendors listed in the Federal System for Award Management (SAM) website. Of the eight vendors contacted, only three vendors provided quotes.
One out of the three vendors did not meet the timeline required by the grant, County of Los Angeles, and Long Beach invoice processing timeline. The City received quotes from the following vendors:
The EMGP grant funding guidelines allow cities to use their own procurement guidelines.
Section 3.20.120 of the Signal Hill Municipal Code allows for exceptions to the procurement of Public Projects when it is in the best interest of the City.
…Except where otherwise prohibited by law, when the City Council or City Manager authorizes the award and execution of contracts for Goods, Services, and Public Projects subject to the dollar limits consistent with this Chapter, without following the required procurement methods, provided that the City Council or City Manager finds that such award is in the best interest of the City, or of the public health, safety, and welfare.
Vendor Selection
Although Critical Power Products and Services provided the lowest quote, the documented lead time does not fall within the performance period of the Federal Award; therefore, the quote was deemed non-responsible. Global Power Supply provided the second lowest quote and can deliver the generator within the performance period.
Staff is recommending purchasing the portable generator from Global Power Supply. A Purchase Order will be issued, and a reimbursement packet will be submitted to the City of Long Beach by April 15, 2022 to meet the grant deadline. The City of Long Beach will review and compile the reimbursement packets submitted by Area F and will submit a final packet to the County of Los Angeles by April 30, 2022.
Reviewed:
_________________________
Sharon del Rosario
Approved:
_________________________
Hannah Shin-Heydorn
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