CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 19-257, Emergency Vehicle Preventative Maintenance and Repair Services, to Fire Service Inc., MacQueen Equipment LLC and Interstate Power Systems for an amount not to exceed $325,000 and a total award of $450,000
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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, ambulances, and other special service response vehicles. When non-proprietary or out of warranty components cannot be repaired in-house, the vehicles are taken to an outside vendor for maintenance and repairs.
In previous years, Fleet Services solicited quotes for non-proprietary or out of warranty service. However, these costs have increased in recent years due to a couple reasons. First as the vehicles age, warranties expire. In addition, operational changes related to the use of the ladder trucks has resulted in these units responding to many more calls for service, causing premature wear and tear on their mechanical systems. Staff anticipated similar costs would occur during 2020 and included this as part of their 2020 budget request. Vehicle repairs are covered by a variety of contracts, so although the funds are budgeted, we do not know which contract to assign them to until the failures begin to occur.
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 purpose of this contract is to provide repair services to emergency service units that are not covered under the manufacturer’s warranty and cannot be completed in-house.
DISCUSSION:
Since Contract 19-257 began, Fleet has seen a higher than anticipated need for non-warranty parts and service; some examples are provided below.
• Unit 328 is a reserve fire truck that served in front-line capacity for the greater part of two years as other front-line vehicles were in and out of service and repair. Unit 328’s condition required it to be pulled out of service for required maintenance and repairs. The repairs totaled $79,000. Some of the major repairs included: $17,100 to repair leaking outrigger cylinders, $10,100 to repair cab lift cylinders and bushings, and $27,573.95 to repair the ladder.
• Unit 322 required $24,585.57 in repairs in December. Some of the major repairs included: $4,841 to repair leaking pump packings, $3,883 to replace a harness, $4,747 to rebuild pump valves, $1,000 to repair the ladder, and $1,860 to repair doors and windows.
• Unit 315 is a reserve engine that required $7,889.47 in repairs. Some of the repairs included: replacing an oil cooler, fan, and batteries and repairing a power divider seal, cab release switch.
Based on total repair costs of $103,000 from first quarter, Fleet is requesting to increase the award by $325,000 for a total award not to exceed of $450,000 for the two-year term.
Fleet Services is working together with the Fire Department to reduce these expenses moving forward, including but not limited to rotating apparatus between fire stations to even utilization across the fleet and reevaluating equipment lifecycles based on current operational use.
FISCAL IMPACT:
CIP #: N/A
Emergency vehicle preventative maintenance and repairs are expensed to the maintenance account listed below. A total of $525,000 has been budgeted for fleet repairs in 2020. The requested award is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-531303 |
General Fund |
$540,800 |