AGENDA REPORT
REQUEST FOR CITY COUNCIL ACTION
DATE: 4/3/2019
TO: Honorable Mayor and City Council Members
FROM: Maintenance Services
SUBJECT:
Title
City Council consideration of an Exception to Bidding to Fire Apparatus Solutions and KME Fire Apparatus for fire apparatus repair and maintenance.
End
RECOMMENDED ACTION:
Recommended action
That the City Council:
1. Authorize an Exception to Bidding pursuant to Municipal Code Section 3.08.140 (E) to Fire Apparatus Solutions of Bloomington, CA in the amount of $200,000 and KME Fire Apparatus of Ontario, CA in the amount of $200,000.
2. Authorize the Purchasing Agent to issue purchase orders and change orders in accordance with Corona Municipal Code Section 3.08.080.
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ANALYSIS:
The Maintenance Services Department, Fleet Services division, is responsible for maintenance and repair on fire apparatus. The City utilizes multiple vendors to complete required repairs and maintenance on these units in order to keep them fully operational for emergency response purposes. The City has used Fire Apparatus Solutions and KME Fire Apparatus for many years for these services. KME Fire Apparatus is the manufacturer of the majority of the apparatus in the Fleet and Fire Apparatus Solutions has a proven track record for conducting difficult and nuanced repairs on the equipment. Fire Apparatus Solutions, in particular, has recently completed required repairs on equipment that was unsuccessfully completed by other vendors.
The Fleet Services division has seen significant staff turnover in recent years and staff is going through the training process now to work on this equipment. The California Fire Mechanics Academy offers two rounds of training each year on fire apparatus repair and maintenance. The Fleet division sends at least one technician to each training but there are multiple courses required to become “certified.” Fleet staff is dedicated to becoming trained on this equipment but in the interim, the City has a need for the use of outside vendors to assist with completing this work. The City has an existing purchase order with Fire Apparatus Solutions for $100,000 which has been fully exhausted. The City has an existing purchase order with KME Fire Apparatus for $175,000 that will expire on June 30, 2019. The Maintenance Services Department requests an exception to bid for both Fire Apparatus Solutions and KME Fire Apparatus for $200,000 per year each through Fiscal Year 2020-21. As we are entering fire season in Southern California, the Fleet division has an urgent need to ensure that all equipment is fully operational and ready for use. Additionally, the Purchasing Division is committed to bidding this service and this time frame will allow Fleet staff time for training and Purchasing staff time to conduct the bids.
COMMITTEE ACTION:
Not applicable.
STRATEGIC PLAN:
Not applicable.
FISCAL IMPACT:
Funding for the recommended action is included in the FY 2018-19 Maintenance Services’ operating budget in the Fleet Operations Fund.
ENVIRONMENTAL ANALYSIS:
No environmental review is required because the proposed action is not a project governed by the California Environmental Quality Act.
PREPARED BY: KATIE HOCKETT, OPERATIONS MANAGER
REVIEWED BY: TOM MOODY, GENERAL MANAGER
REVIEWED BY: CITA LONGSWORTH, PURCHASING MANAGER
REVIEWED BY: KERRY D. EDEN, ASSISTANT CITY MANAGER/ADMINISTRATIVE SERVICES DIRECTOR
SUBMITTED BY: MICHELE NISSEN, ACTING CITY MANAGER