The URL can be used to link to this page

Home My WebLink About5/17/2017 - STAFF REPORTS - 1.K. ;Ot P A`M sp4 c V N * �Orbun° r c44/F010% CITY COUNCIL STAFF REPORT DATE: May 17, 2017 CONSENT AGENDA SUBJECT: REPORT OF EMERGENCY ENGINE REPAIRS FOR FIRE ENGINE #5 PURSUANT TO PALM SPRINGS MUNICIPAL CODE SECTION 7.04.040. FROM: David H. Ready, City Manager BY: Department of Maintenance & Facilities SUMMARY Pursuant to section 7.04.040 (3) of the Municipal Code, on May 11, 2017, the City Manager exercised his authority to approve the emergency repair of Fire Engine #5, unit #1E4409, in the amount of $38,952.23 by Valley Power Systems, Inc., pursuant to its proposal dated April 20, 2017, to preserve the public's health, safety, and welfare. Section 7.04.040 (4) requires that a written report of the circumstances for emergency purchases in excess of $25,000 be presented to the City Council at the next regularly scheduled meeting after the emergency procurement is made. RECOMMENDATION: Receive and File. STAFF ANALYSIS: On Tuesday March 4, 2017, the City of Palm Springs Fleet Maintenance Department determined that the vacuum pump, turbo compressor and inner coolant systems needed to be replaced in unit 1 E4409. These repairs are specialized and due to the PSFD fire apparatus being leased equipment, the repairs could only be performed by Valley Power Systems. On April 4, 2017, the unit was towed to their facility for repair. Once the mechanics began the repairs, they discovered coolant and engine oil throughout the intake manifold. This discovery will require a rebuild of the engine and replacements of both the vacuum pump and turbo compressor. This unit is a Quantum model 2009, with 92,274 miles. This rebuild and replacement should add five additional years to the life span of this fire apparatus. ITEM NO. City Council Staff Report May 17, 2017-- Page 2 Fire Engine#5 Emergency Repairs ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Therefore, in accordance with Section 15301(c), staff determined that repair of Fire Engine #5 was considered categorically exempt from CEQA. FISCAL IMPACT: Funds for this emergency repair are available from the 54700 Fleet Operations Fund in account510-5470-43130. I #� Staci A. S afer Marcus L. Fuller Director of Maintenance & Facilities Assistant City Manager David H. Ready, Esq., .D. City Manager Attachments: 1. Quote from vendor 2. Faster Fleet WIN work order #0000017170. 02 City Council Staff Report May 17, 2017 -- Page 2 Fire Engine#5 Emergency Repairs ENVIRONMENTAL IMPACT: Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act ("CEQA"). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment, and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 "Existing Facilities," Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination. Therefore, in accordance with Section 15301(c), staff determined that repair of Fire Engine #5 was considered categorically exempt from CEQA. FISCAL IMPACT: Funds for this emergency repair are available from the 54700 Fleet Operations Fund in account 510-5470-43130. StacT A. SqKafer Marcus L. Fuller, MPA, P.E., P.L.S. Director of Maintenance & Facilities Assistant City Manager David H. Ready, Esq.-,-M.D. City Manager Attachments: 1. Quote from vendor 2. Faster Fleet WIN work order #0000017170. 02 NOT POSTED TO FLEET UPDATED:04aW1701:07pm PDT Valley Power Systems, Inc. - Mira Loma BAR#ARD179681 EPA#CA000056539011300 Inland Avenue Mira Loma, California 91 752-1 1 Go Phone:(951)681-9283-Fax:(951)681-5516 Valley Case Numben2190132-Repair Order Number:R5376a �«....�...� rwwr«a.w.w L144k Purchase Order Number.n/a Service Writer:Sylvester,Jaime-Case Date:03/22/17 08:15 am PDT City Of Palm Springs ; Unit#: Address:FLEET MAINTANCE .: Asset: 2005 Unknown Unknown Nees:92,274 425 NORTH CIVIC Seder 8: SA005153 r Penn ePin94 CA 92264 VIM: 4Pi C1101S15A005t53 � Phone: (951)454A096 Engine: Unknown Fax: Engine hours:0 • 1 3 Cost#: 261103 Complaint: _ Ouots for Turbo 8 Inner cooler. 1 R8R Inner Cooler $930.00 $0.00 $930.00 2 Remov oil pan to inspect liners $558.00 $0.00 $558.00 3 Remove and inspect DOC/DPF replace if needed $372.00 $9,040.02 $9.412.02 Parts:(1.0)DOC U DPFCORES,(1.0)DOC MODULE,(1.D)DPFAtODULE, (1.0)damp,(1.0)clamp,(1.0)gasket,(1.0)gasket,(2.0)CLAMP,(2.0) GASKET 4 Step Up 3 $5,115.00 $19,121.10 $24,236.10 Parts:(1.0)Basic Overhaul KII,(1.0)Cylinder Head,(1.0)EGR Cooler,(1.0) EGR Valve,(1.0)Lower Eng Brg Set,(1.0)MISC.,(1.0)Oil Pan Gasket,(1.0) Oil Pressure Valve,(1.0)Orange Vakve Cover Gasket,(1.0)RKR ARM KfT, (1.0)Relief Valve,(1,0)Six Pack Injectors,(1.0)Turbo,(1.0)Valve Cover Gasket BLK,(1.0)Water Pump 5 Block Counter Bore $0.00 $100 $1.000.00 Case 2190132-Page t of 3 03 Dealer:Valley Power System,Inc.-Mra Loma-Fleet City OI Palm Springs-Unit:Na—Assel:2005 Unknown Unknown—SM:6A0o5153 Notes: [4142017 at 11;56 am P077-Unit was checked in at Valley Power Systems,Inc.-Mira Paris: $28,161.12 Loma,arrival lime:4142017 at I I SS am PDT.NOTE:UNIT HAS BEEN CHECKED IN AND Layre• $6,975.00 WILL BEGIN TO PROCEES Repairstatus set to Checked-in. Nsz. $0.00 (4/42017 at f 1.57 am PD77-Approval Requested for the estimate version J,totalWaste: $1,712.95. View the estimate.NOTE:WE ARE REQUES77NO APPROVAL TO START Shop: $56322 REPAIRS. Freight: $0.00 Repairstatus set to Hold(Aulh). Tax: $2,252.89 14142017 at 12V0 pm P077-Yes. We have the green light All I ask is that it the Job is to Travel $DAD exceed the quote please let me know so loan get it approved.Thanks. cbr>Thank Charges: you,Robert Ponies Teclll Pro Mechanic City of Palm Springs Reet operations 425 N. Civic Dr.,Palm Springs,CA 92262 <bra Sent via Email Reply TOTAL $38,95223 [41412017 at 12:03 pm PD77-Please change address and contact to fleet operations and remove wastewater. Thanks. Thank you,Robert Ponies cbr>Teclll Fire Mechanic City of Palm Springs Fleet operations 425 N.Civic Dr.,Palm Springs,CA 92262 Sent via Email Reply [4142017 at 12:11 pm PD77-yes will do. (4/52017 at 08:11 am PD77-Good Morning Robert-ft are currently working on yourunit We will keep you posted as we progress with repairs. Thank you. 1415/2017 at 02M pm PD77-Approval Requested for the estimate version 2,total $3,283.21.View the estimate.NOTE Found coolant leak coming from coolant hose being poked from wire hose,Needs to replace i and half toot of coolanthose with union and new damps.Also found turbo compressor wheel debris in intake manifold.Needs to remove intake manifold to clean.And also needs to remove oil panto have access to inspect piston liners for scoring or any damage from compressor wheel debris going thru engine.Also found oil leak at rear of head cam cover.Please see attached revised estimate and let us know if we can continue with repairs. Repair status set to Hold(auth). (482017 at 05:50 am P077-I am In the process ofgating the additional work approved through my director.I will advise when the approval is received.Thank you.<bi> Thank you,Robed Ponies Teclll Fire Mechanic City of Palm Springs Fleetoperatons 425 N.Civic Dr.,Palm Springs,CA 92262 <bn Sent We Email Reply (402017at0822 am PD77-Approval Requested forte estimate version 3,total $3,53321. View the estimate.NOTE:Also needs to remove and inspect DOC and DPF due 60 oil found in exhausbbellow pipe from turbo as progressive damage. We apologize for the Inconvenience but these are items we have found as we progress with repairs.Thank you. Please see revised estimate. Repair status set to Hold(auth). 14/132017 at 11:45 am PD71-Good Mom7ng Robert-Just following up on the repair estimate sent to you.Please let us know if you have any questions.Thank you. [41142017 at 0720 am PD77-Good Morning Robed-Just following up on the repair estimate sent to you.Please lotus know if you have any questions. Thank you. (4/172017 at 10:14 am PD77-Good Moming Robert-Just following upon Me repair estimate sent to you.Please let us know 11 you have any questions. Thank you. (4/182017 at 06:02 am PO77-Good Morning Robert-Just following up on the repair estimate sent to you.Please let us know it you have any questions. Thank you. [411&2017at 12:01 pm PDT)-The removal of the oil pan for inspection has been approved. Please proceed with the repair Cage 2190132—PWe 2 of 3 04 Dealer:Valley Power Systems,Inc.•Mks Loma-Fbal:City Of Pain SPrhp•Unit:nia—Asset:2005 Unknown Unknown—SIN:5AO05153 WARRANTY INFORMATION:WARRANTY ON NEW ENGINES,NEW TRANSMISSIONS,NEW AND REBUILT PARTS,reiabel ENGINES,raiabilt ASSEMBLIES,reiabiit PARTS AND UTEX PARTS IS LIMITED TO THE MANUFACTURERS WARRANTY.SHOP LIABILITY SHALL BE LIMITED TO THE CORRECTION OF THE REPAIRS PERFORMED WHEN VALLEY POWER SYSTEMS,Inc.or any of Its wbskibAes(herein to refer to as*VALLEY*) EXAMINATION SHALL DISCLOSE FAULTY WORKMANSHIP UNDER NORMAL USE WITHIN ISO DAYS FROM THE DATE OF DELIVERY.VALLEY'S SOLE OBLIGATION UNDER THIS WARRANTY IS TO REPAIR,AT ITS PLACE OF BUSINESS OR,AT ITS OPTION EXCHANGE ANY SUCH GOODS OR SERVICES WHICH ARE FOUND BY VALLEY TO BE DEFECTIVE IN WORKMANSHIP OR MATERIAL,FOR refiabiit assemWae THIS IS LIMITED TO REPAIRS OR REPLACEMENT OF THE FAILED reliabiit COMPONENTS ONLY.THE FOREGOING SHALL BE THE SOLE AND EXCLUSIVE REMEDY FOR ANY SUCH DEFECT,WHETHER IN CONTRACT,TORT,WARRANTY OR OTHERWISE,IN NO EVENT SHALL VALLEY BE LIABLE FOR ANY INDIRECT,SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGE,INCLUDING TOVANG OR DOWN TIME IN CONNECTION WITH,OR ARISING OUT OF THE SALE OF GOODS OR FURNISHINGS SERVICES.THESE WARRANTIES ARE ONLY APPLICABLE WARRANTY AND ARE EXPRESSLY IN LIEU OF ANY OTHER WARRANTIES EXPRESSED OR IMPLIED.INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE,UNLESS OTHERWISE EXPRESSLY SPECIFIED HEREIN. CUSTOMER RESPONSIBILITY FOR NON•WARRAN Y REPAIRS:IN SOME INSTANCES,CERTAIN OF THE REPAIRS REOUESTED BY YOU MAY HAVE THE POSSIBILITY OF BEING COVERED BY A MANUFACTURERS WARRANTY,IN SUCH INSTANCES,VALLEY MAY,AS AN ACCOMMODATION TO YOU,FILE WARRANTY CLAIM ON YOUR BEHALF AND DEFER BILLING YOU UNTIL THE MANUFACTURER HAS RESPONDED TO THE WARRANTY CLAIM.HOWEVER,ANY AMOUNTS NOT PAID BY SAID MANUFACTURER WILL BE BILLED TO YOU AND WILL BE DUE UPON RECEIPT OF INVOICE. I HEREBY AUTHORIZE THE ABOVE REPAIR WORK TO BE DONE ALONG WITH INSTALLATION OF THE NECESSARY MATERIAL,AND HEREBY GRANT VALLEY AND/OR ITS EMPLOYEES PERMISSION TO OPERATE THE VEHICLE OR PRODUCT HEREIN DESCRIBED ON STREETS. HIGHWAYS OR ELSEWHERE FOR THE PURPOSE OF TESTING AND/OR INSPECTION.AN EXPRESS LEAN IS HEREBY ACKNOWLEDGED ON THE VEHICLE OR PRODUCT TO SECURE THE AMOUNT OF THE REPAIRS THERETO.I ALSO ACKNOWLEDGED THAT THE REPAIRER IS NOT RESPONSIBLE FOR LOSS OR DAMAGE TO ARTICLES LEFT WITH VEHICLE OR PRODUCT IN CASE OF FIRE,THEFT OR ANY OTHER CAUSE BEYOND ITS CONTROL,AND ITS NOT RESPONSIBLE FOR MATERIAL UNCLAIMED AFTER 30 DAYS.t ALSO ACKNOWLEDGE AND ACCEPT THE TERMS OF THE WARRANTY INFORMATION SHOWN ABOVE. DATE: SIGNEO:X Case 2190132—Pape 3 cf 3 05 Work Order Report- WO#0000017170 4/27/2017 3:38:02 PM NO Company:001 City Active Fleet CUSTOMER COPY NO Department:001-3520 FIRE DEPARTMENT NO Shop: DS HEAVY DUTY SHOP II4�II�O�WII�IYI IIW eYIIYII�IY u�Al��ll Equipment: 1E4409 License: 1315662 II Itlul 'W'lIN' Ilul VuN Iltlllu' I' Color: White Engine: Series 60 Year: 2009 GVW: 3952D WO*: 0000017170 Make: PIERCE Serial: 4PICUOIH29AOIOIOO Date In: 03/14/2017 10:19 Model: Quantum Misc. Field: Date Out: 00:00 Location: NO Total Cost: 10563.80 WO Status: V Last W00:0908017170 Bill Code: A Last WO Date: 63/14/2017 Operator: 1M Department: 001-3520:FIRE DEPARTMENT Class: 8753:', 33,000 GVW, STRAIGHT TRUCKS. FIRE APPARATUS, PUMPER' Company: 001 City Active Fleet Monitor Group: RF:Replacement funded Site: FS5:fire Station 5 METERS NO Meter Reading Override) Eq Meter Actual LTD H 9464 H 8464 8464 M 92274 M 92274 92274 PM SERVICE Due Type Type Description 08/04/2017 B PM PER LIST REPAIRS PERFORMED MID .Date SH RTY Description Labor Cost 15746 04/04/2017 N PMB BS PH Service I PM B Service Li 1.18 15746 ��03/30/2017 N PMB BS PM Service I PM B Service Li 687.06 IS746 03/29/2017 N PM8 BS PM Service I PM B Service Li 867.59 15746 03/2B/2017 1 PAS BS PM Service I PM B Service Li 722,50 15515 04/03/2017 N 2000001020BS General Repair I Unit Services I Complete Unit I Inspect 0.40 15515 03/14/2017 N 20000010209S General Repair I Unit Services I Complete Unit I Inspect 1.53 15515 03/14/2017 N 2000001020RS General Repair I Unit Services I Complete Unit I Inspect 1.7s 15515 03/14/2017 I,N 2900001020BS General Repair I Unit Services I Complete Unit I Inspect 202.77 SUBLET REPAIRS Vendor ,Date Back RTY RTY Description PARTS ISSUED Strm Part Number Part Description RTY I�RTY Description QTY- Unit Cost Total Cost 1 03-1-3418 FUEL FILTER PMF BS PM Service I Fuel Filter 1 25.08. 25.08 1 01.3-1971 FILTER OIL -PIERCE LADDER PMB BS PM Service I PM B Service Li r 2 19.92 39.84 TRUCKS 1 02-3-3120 FILTER FUEL SEC 2044FI51006S 'General Repair I Fuel System 1 8.71 8.71 I Filter Fuel Pri I Replace 1 40wt OIL PMB 8S PM Service I PM B Service L, 36 3.09 211.20 I HDATF HEAVY DUTY AFT SSGAL DRUM PMg BS PM Service I PM B Service Li 2 7.96 15.92 1 WAIO116 NIX AIR FILTER 204IF1010005 General Repair I Air Intake 1 129.48 129.48 Engi I Filter Air I Replace 1 K080384 SERPENTINE BELT 2045B2L1006S General Repair I Engine Block 1 26.95 26.95 o 6 Pave 1 of 3 Work Order Report-WO#0000017170 4/27/2017 3:38:02 PM PARTS ISSUED Str■ Part Number Part Description RTY RTY Description QTY Unit Cost Total Cost I Belt Serpentine I Replace 1 01.3-5500 TRANS TWIN FILTER KIT -FIRE PRAT es PM Service I Trans Filter 1 77.09 77.09 TRUCK I 29SS7354 VALVE ASSEMBLY 2032SFU1080S General Repair I Cranking 1 321.49 321.49 .System I Solenoid Starte I !Replace 1 Ilr225 TIRE XZE 20ITTM31006S 'General Repair I Tire / Tube 4 552.08 2208.31 1 Tire Light I Replace 1 31E23539571 turbocharger 2043AGSIGOBS General Repair I Exhaust 1 4679.45 4679.45 Engine I Turbocharger As I Replace I lPIE-1452878- 2 in PSI GAUGE 2209MP215085 .General Repair I Fire 3 144.58 433.75 0001 Suppressio I Monitor Fire Sy 1 ReplaceFastener MISCELLANEOUS COSTS Code Code Description +RTY IRTY Description Misc. Cost Fixed Shop fee jZNOBE5SZ5SBS Invalid RTY Group code 1.75 CREDITS Date Description Credit Amount Work Order Total: 10563.80 Parts: 8077.27 Labor: 2484.78 Sublet: 0.00 Misc Cost: 1.75 Credit: O.OD NOTES Problems 1- pm-b Today the following was noted prior to E-445 going out of service: ( Unit 1E4409 ) 1.) The driver side headlight turns off when high beams are engaged. 2.) Passenger side windshield wiper not functioning properly. 3.) Cross lay #1 discharge gauge no longer secures to pump panel and is dangling onto the handles but is still operational. 4.) Front and rear A/C blows hot air. (RV A/C still functioning properly) 5.) On the way to a call, after approximately 2 miles of response, the motor began to overheat steadily rising to 230" and the check engine light came on. a. The unit cooled adequately on scene and "check engine" cleared. No Regen required on this occasion. b. Temperatures rose upon normal city driving when the retarder was engaged. All fluids checked and no abnormalities found. 6.) Later during the same day as the overheat issue a loud thud/pop was heard and felt in the cab while driving. An immediate drastic loss of power occurred and check engine light came on again. The unit was able to be slowly driven back to the city shops. 03/28/2017 @ 06:38:44 1. Perform PM-8 Replace engine oil and filters, trans filter, fuel fitters, air filter. pump gear box oil, check rear axle oil-OK. 2. Repair fan clutch. Remove fan/clutch assy and replace air fitting and hose. 3. Replace alternator belt. 4. Replace faceplates, pump panel-3 with decals S. Replace trans brake valve 6. Repair wiper motor mount 7. Repair washer fluid line 04/04/2017 @ 11:36:59 send to vendor for turbo and intercooler repair- valley power 07 Paee 2 of 3 Work Order Report- WO#0000017170 4/27/2017 3:38:02 PM Initial diagnosis performed by Fleet. Turbo and Intercooler bad. Needs replaced. Sent to valley Power Systems as they are the Detroit dealer for repairs made to the unit. Upon replacement of the turbo and intercooler. Valley found debree to have entered into the intake manifold. The second quote is for inspection and replacement of damaged parts from the Turbo comming appart. The ail pan needs to be removed and the cylinder walls inspected. the intake manifold needs to be removed so the intake chamber can be cleaned and inspected. the EGR cooler needs replaced due to oil contamination from the turbo comming appart, and the DPF filter which burns off excess emitions needs replaced due to oil contamination. WA10116 (NIX Filter) ordered fromo'reillys -reference invoice # 4665- 222434 PIE-1452878-0001, southcoast, invoice 484230 " Page 3 of 3