For City Council Meeting [September 28, 2021]
TO: Honorable Mayor and City Council
APPROVAL: Marcus Fuller, City Manager
FROM: Sean Grayson, Fire Chief
Title
Request City Council to 1) Approve a 3-Year Services Agreement with Kalmikov Enterprises, Inc., a California corporation, dba Fire Apparatus Solutions, in the Amount of $300,000 Annually for Repairs and Preventative Maintenance of Fire Apparatus.
(ACTION)
Body
BACKGROUND
Fire Department apparatus is unique in function and design and requires specialized maintenance and repair procedures. Furthermore, because of the City’s need to provide emergency services, it is imperative that this equipment is in top operating condition at all times. While the Fire Department utilizes the City of Rialto Fleet Maintenance Division for maintenance and repair of smaller vehicles (cars, trucks, SUVs, and ambulances) the larger fire apparatus equipment require specialized maintenance services. The Fire Department has historically contracted with an outside vendor to provide these services.
The Rialto Fire Department has used Fire Apparatus Solutions (FAS), a City of Rialto business (located at 1762 S. Sycamore Ave.), to provide repairs and preventative maintenance of fire apparatus (engines, ladder truck, rescue, and brush engine) since 2013 based upon competitive bid processes in 2013 and 2017. The current contract with FAS was approved with a maximum term of 5 years with an expiration of June 30, 2022
In anticipation of the expiration of the contract with FAS, the Fire Department determined to solicit a new competitive bid for these services.
ANALYSIS/DISCUSSION
The City Purchasing Division solicited requests for proposals for fire apparatus maintenance services (RFP 21-053), which closed on June 25, 2021. A copy of the RFP is included as Attachment 1.
Solicitation was electronically by planetbids, with the RFP emailed to 190 City registered vendors, and also electronically to 250 other vendors using planetbids in the southern California area, in accordance with the City’s purchasing regulations. On June 25, 2021, the City received one bid from FAS. A copy of the proposal submitted by FAS is included as Attachment 1.
The Fire Department has used FAS for repairs and preventative maintenance of fire apparatus since 2013. The Fire Department has received good overall service for both routine and emergency repairs and maintenance. FAS has been responsive to changes in the fleet and maintained currency in the maintenance and repair training for the current Fire Department fleet.
FAS is based in the City of Rialto and has recently acquired an additional facility in Rialto. Their location in Rialto provides for reduced travel for scheduled maintenance and enhanced timeliness in repairs. Based on these factors, staff recommends the contract be awarded to FAS. The contract term is a one-year contract with four (4) optional one-year extensions available at the City’s discretion by amendment approved by the City Manager. Under the proposed services agreement, maintenance services are provided at the following hourly labor rates:
• Preventive Maintenance: $85 / hour
• Repairs: $92.50 / hour
• Emergency Repairs: $108 / hour
• Roadside Service: $92.50 / hour
• Holiday Labor: $108 / hour
The maximum amount authorized annually for these services is $300,000. The services agreement amount matches the funds budgeted by the Fire Department in the fiscal year 2021-2022 budget for apparatus maintenance. A copy of the RFP is included as Attachment 3. A copy of the disclosure form for FAS is included as Attachment 4.
ENVIRONMENTAL IMPACT
The action is exempt from California Environmental Quality Act (CEQA) pursuant to Section 15378(b) (5) of the CEQA Guidelines because the requested action is a governmental administrative activity that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
The City of Rialto General Plan establishes various guiding principles, goals, and objectives through which the City looks to improve the community and protect the quality of life for our residents. The proposed item supports the General Plan in the following areas:
5-3.1: Provide for fire personnel, equipment and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact
Funds are budgeted and available in the Fire Department apparatus maintenance account, General Fund Account number 010-500-5150-2110 for the $300,000 services agreement.
Capital Improvement Budget Impact
There will be no impact to the Capital Improvement Budget for authorizing the proposed agreement.
Licensing
Fire Apparatus Solutions is a “local business” as defined in the request for proposal operating under a current City of Rialto Business License. A completed vendor disclosure form is attached to the staff report.
RECOMMENDATION
Staff recommends that the City Council
1. Approve a 3-Year Services Agreement with Kalmikov Enterprises, Inc., a California corporation, dba Fire Apparatus Solutions, in the Amount of $300,000 Annually for Repairs and Preventative Maintenance of Fire Apparatus;
2. Authorize the City Manager to execute amendments to the Agreement to exercise the optional one year extensions upon determination of satisfactory service; and
3. Authorize the City Manager to execute the contract and any related documents.