DEPARTMENT: Aviation
DEPARTMENT HEAD: Noel T. Jones
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Ratification of Aircraft Rescue and Firefighting Expenses at the San Antonio International Airport
SUMMARY:
This Ordinance authorizes the ratification of expenditures to Siddons Martin Emergency Group, LLC (Siddons) in the amount of $100,388.92 for the Aircraft Rescue and Firefighting (ARFF) vehicles at the San Antonio International Airport. Of the total amount, $40,296.33 is for preventive maintenance, inspection and repair services and the remaining $60,092.59 is for the replacement of turret tower on an ARFF vehicle. Funding was from the FY2015 and FY 2016 Aviation Department Operating Fund.
BACKGROUND INFORMATION:
Fire Station #23 is an ARFF station located at the San Antonio International Airport and currently owns five ARFF vehicles. The FAA requires ARFF vehicles be maintained as necessary to provide maximum assurance that the vehicles and their fire fighting systems will operate effectively and safely when required.
In March 2015 through May 2015, the City utilized the public health/safety exemption from the competitive bidding requirements to procure the services of Siddons in the amount of $19,389.04. The invoices cover preventive maintenance and inspections needed to ensure the various ARFF vehicles at SAT remain compliant with FAA requirements and ready to respond in the event of an incident. From May 2015 through August 2015, invoices in the amount of $20,907.29 from Siddons incurred under an unforeseen damage exemption from competitive bidding requirements to cover repairs needed to ensure the ARFF vehicles at the Airport remain compliant with FAA requirements and ready to respond in the event of an incident.
Prior to the above referenced invoices, the FY2015 year-to-date expenditures with Siddons for preventive maintenance, inspections and repairs was $43,824.28. Because the FY2015 total expenditures with Siddons exceeded $50K with payment of these invoices, the requested ratification is necessary.
In November 2015, the City received the parts to allow the removal the old turret tower and the installation a new turret tower for an ARFF vehicle. The City had procured Siddons services for the work and parts under a public health/safety exemption from competitive bidding requirements. The vehicle is essential equipment for compliance with FAA requirements for spare unit to be operational in the event front line equipment is out of service. The purchase order for the work was issued in July 2015 but the parts were not received until November 2015. The invoice, in the amount of $60,092.59, was paid using FY 2016 funds.
The City is bringing forward for City Council authorization ratification for the total expenses in the amount of $100,388.92. On December 3, 2015, City Council awarded an annual contract for ARFF Preventive Maintenance, Inspections and Repairs to Global ARFF Services, LLC through Ordinance 2015-12-03-1012. All future ARFF preventive maintenance, inspections and repairs will be performed by the vendor under this contract.
ISSUE:
City Council authorization is required for expenditures exceeding the $50,000 threshold.
ALTERNATIVES:
Should the requested authorization not be approved, the Aviation Department would be non-compliant with requirements for expenditures in excess of $50,000.00 to be approved by City Council.
FISCAL IMPACT:
This Ordinance authorizes the ratification of payments made to Siddons provide preventive maintenance, inspections and repairs for total cost of $100,388.92. FY2015 funding in the amount of $40,296.33 was available from the Aviation Department Operating Fund. FY2016 funding in the amount of $60,092.59 is available from the Aviation Department Operating Fund.
RECOMMENDATION:
Staff recommends approval of the ratification with Siddons Martin Emergency Group, LLC. in the amount of $100,388.92.