CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 24-175, Emergency Vehicle Preventive Maintenance and Repair Services, to Fire Service, Inc. and MacQueen Equipment LLC, for an amount not to exceed $420,000 and for a three-year term
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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 Division is responsible for the maintenance and repair of 36 emergency vehicles, including fire apparatus and ambulances. When units cannot be repaired in-house, the vehicles are taken to an outside vendor. Prior to 2019, Fleet Services solicited quotes for repairs as needed. When costs exceeded the annual $25,000 threshold, Fleet Services issued a bid for these services.
The City Council awarded Contract 19-257 to Fire Service, Inc., MacQueen Equipment LLC and Interstate Power Systems on November 5, 2019, for a two-year term with three one-year options to extend. That contract and all option years expire on September 30, 2024. Fleet Services released a bid in July of 2024 to replace this contract.
DISCUSSION:
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Advertisement Date: |
07/05/2024 |
Notices Sent: |
53 |
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Opening Date: |
07/24/2024 |
Planholders: |
6 |
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Proposals Received: |
2 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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Fire Service, Inc. |
$303,150 |
|
MacQueen Equipment LLC |
$358,200 |
The City received two responses to the bid. The bid specifications indicate the City intends to award the bid to the three lowest responsive and responsible bidders. The awarded vendors will be placed on a short list in ascending order based on their Estimated Total Cost for a three-year term. Work will be first offered to the vendor with the lowest vendor. In the event that vendor is unable to perform the work within the timeframe specified by the City, the work will then be offered to the second lowest vendor. The shortlist will ensure that preventive maintenance and repair services are made on a timely basis.
The award amount is different from the Total Annual Cost amount because the quantities provided in the bid were estimated for bidding purposes. The award amount is based on a more refined estimate of anticipated repair needs. Staff recommends awarding contracts to Fire Service, Inc. and MacQueen Equipment LLC.
The term of this contract is three years from October 1, 2024, to September 30, 2027, with three, one-year options to extend.
FISCAL IMPACT:
CIP#: N/A
Emergency vehicle preventive maintenance and repairs are expensed to the Equipment Maintenance account listed below. A total of $715,300 was budgeted for fleet repairs in 2024. The requested award is within the amount budgeted for this expense. Staff will ensure the proper amount is included in future budgets for the future years associated with this award.
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Account Number |
Fund Description |
Total Budget Amount |
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31351100-531303 |
General Fund |
$715,300 |