CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year Two to Contract 19-257, Emergency Vehicle Preventative Maintenance and Repair Services, to MacQueen Equipment LLC, Fire Service Inc., and Interstate Power Systems for an amount not to exceed $125,000
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Fleet Services is responsible for the maintenance and repair of 34 emergency vehicles, including fire apparatus and ambulances. When units cannot be repaired in-house, the vehicles are taken to an outside vendor.
On November 5, 2019, the City Council awarded Contract 19-257 to Fire Service Inc.,
MacQueen Equipment LLC and Interstate Power Systems for a two-year term from date of award through September 30, 2021 with three, one-year options to extend. The awarded vendors were placed on a shortlist in ascending order based on total cost.
On October 19, 2021, the City Council approved the award of Option Year One.
DISCUSSION:
MacQueen Equipment LLC and Interstate Power Systems have agreed to the second extension of the contract at the same terms and conditions. Fire Service, Inc. has requested a 21.74% increase in labor rate. Staff recommends accepting this increase, as Fire Service, Inc. still provides the second lowest total cost of the three providers.
In this first option year, Fire Service, Inc. completed nearly 30 repairs as of May. The vendor responds quickly to service requests, and satisfactorily completes repairs within the quoted timeframe. All repairs covered under this contract were completed by the cost-effective vendor because of their responsiveness.
In the original term, Fire Service, Inc. was unable to accommodate four repair requests. The service manager communicated that quickly so we could coordinate repairs with the alternate vendors.
MacQueen Equipment, LLC and Interstate Power Systems each completed two of those repairs. Their service managers communicated effectively with City staff and completed service within the quoted timeframe.
Staff recommends awarding Option Year Two to all three vendors. The term of the award is one year from October 1, 2022 to September 30, 2023 with one option year remaining.
FISCAL IMPACT:
CIP #: N/A
Emergency Vehicle Preventative Maintenance and Repair Services are expensed to the Equipment Maintenance account listed below. A total of $630,325 was budgeted for fleet maintenance services in 2022. The requested award of $125,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-531303 |
General Fund |
$630,325 |