CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One 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 $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, 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.
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. The awarded vendors were placed on a shortlist in ascending order based on total cost.
On April 21, 2020 the City Council approved Change Order #1 for non-warranty parts and service repair needed on Units 328 (reserve fire truck), 322 (reserve ladder), and 315 (reserve engine).
DISCUSSION:
All companies have agreed to the first extension of the contract at the same terms and conditions with no change in pricing.
During the first term of the contract, Fire Service Inc., completed 68 repairs totaling $114,729. Fire Service Inc. responds quickly to requests for service, and the service manager is usually able to meet our required timeline for repair. Repairs are completed satisfactorily and within the quoted timeframe. The responsiveness of Fire Service Inc. meant we were able to have 94.44% of all units covered under this contract repaired at the most cost-effective vendor.
There were only four occasions when Fire Service Inc. was unable to accommodate repairs due to their current workload. The service manager communicated that staff so the City could coordinate repairs with the alternate vendors on the contract.
Of the four repairs that Fire Service Inc. was unable to accommodate, two were completed by MacQueen Equipment LLC and two were completed by Interstate Power Systems. Service managers from both vendors communicate satisfactorily with the City’s Lead Heavy Equipment Technician and both vendors provide service within the quoted timeframe.
The term of the award is one year from October 1, 2021 to September 30, 2022 with two one-year optional renewal terms 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 $600,000 was budgeted for Fleet maintenance services in 2021. The requested award is within the budgeted amount for this expense and will be budgeted appropriately in 2022.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31351100-531303 |
General Fund |
$600,000 |