City Council Agenda Report
Meeting Date: July 16, 2024
From: Daniel Calleros, Interim City Administrator
Department: City Administration
Submitted by: Sara Sandoval, Senior Administrative Assistant Subject
Report on Emergency Contract Award by the City Administrator to Marx Bros. Fire Extinguisher Co.
Recommendation
Receive and file the report on emergency contract award approved by the City Administrator for the repair of the City’s Pre-Action System by Marx Fire Extinguisher Co. in the amount of $5,924.38.
Background
The Public Works Department maintains a contract with Marx Bros. Fire Extinguisher Co. (Marx Bros.) for annual inspection/testing of the fire sprinklers at various City facilities. The contract with Marx Bros. incorporated costs for regular testing but did not include funds for any needed repairs that might be identified during inspection. During the annual sprinkler system tests performed for fiscal year 2023-24, a part of the existing Emergency Pre-action system at City Hall was found to be in need of repair. Given the critical nature of the sprinkler system and safety concerns, it was not possible to leave the system non-operational.
Pursuant to Vernon Municipal Code (VMC) Section 3.32.25, the City Administrator may secure “supplies, equipment or services needed to address an immediate and unforeseen risk to health, life, property or the environment…without competitive bidding.” Acting on the fact that Marx Bros. was already on site with the problem diagnosed, and considering the safety concerns and risk to life and property it would pose should a fire emergency occur, the City Administrator approved the necessary repairs. The total cost of the repairs performed was $5,924.38. Pursuant to the aforementioned VMC Section, this report regarding the circumstances of the emergency approval is being provided to City Council.
Moving forward, Public Works will incorporate into the contract for regular testing of City facilities’ fire sprinkler systems a contingency amount for any minor repairs that may be identified during inspections.
Fiscal Impact
The fiscal impact of the emergency work performed was $5,924.38. Sufficient funds are available in the General Fund, Public Works Department, Facilities Maintenance Division, Repairs and Maintenance Account No. 011-040-415-529000 for the fiscal year 2023-24.
Attachments
None.