TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Bernard Molloy, Fire Chief
PREPARED BY: Sue Ann Herring, Assistant Management Analyst - Fire
SUBJECT:
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Agreement with South Coast Emergency Vehicles for As-Needed Fire Fleet Maintenance Services
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RECOMMENDATION
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Award a contract services agreement to South Coast Emergency Vehicles for as-needed fire fleet maintenance services;
Approve the three-year agreement in the amount of $50,000 per year; and
Authorize the City Manager to execute the agreement.
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PRIOR ACTION/VOTE
On June 6, 2023, the Board of Directors of the Murrieta Fire District adopted Resolution No. 23-4671, approving the District's Operating Budget for Fiscal Year 2023/24 and 2024/25 (Vote: 4-0-1)
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
Murrieta Fire & Rescue Department issued a Request for Proposals (RFP) in May 2024 to retain qualified vendors to provide as-needed, high-quality, reputable fleet maintenance services for fire department emergency vehicles, equipment, and vehicle electrical maintenance and service in accordance with all manufacturer's requirements. This ensures our emergency vehicles are ready for emergencies.
On May 10, 2024, the fire department's RFP was posted on PlanetBids and the City's website. Murrieta Fire & Rescue received three proposals from the following vendors:
- Inland Fleet Solutions
- South Coast Emergency Vehicle Services
- Western States Converters
The statements of qualifications were reviewed and evaluated by a selection committee composed of the City of Murrieta, Fire & Rescue staff lead by the Division Chief for the following criteria:
1. Experience in successfully providing fire fleet maintenance services.
2. Professional, technical, and educational qualifications of the proposer's personnel.
3. Ability of the proposer to perform tasks outlined in the RFP.
4. Quality of workmanship.
5. Location of facilities to Murrieta Fire & Rescue.
6. Timeliness of service.
After a thorough review and evaluation by the selection committee, staff recommends Inland Fleet Solutions, South Coast Emergency Vehicle Service, and Western State Converters for a contract. All services will be provided on an on-call, as-needed basis. The proposed agreement for Inland Fleet Services is included in a separate agenda report for City Council consideration. The proposed agreement for Western State Converters falls under the City Manager's signature authority, so it will be routed administratively for approval.
The proposed agreement is for an initial one-year term commencing on September 15, 2024, to the termination date of September 14, 2025, with two (2) one-year options to extend.
FISCAL IMPACT
The compensation for services provided by the vendor shall not exceed $50,000 per year with a total contract sum of $150,000 for a three-year commitment.
The Fire Department has budgeted funds for the cost of these services in the Operating Budget for Fiscal Year 24/25 in General Ledger Account 1513540-62200 for the agreement's first year. A budget for subsequent Fiscal Years of the proposed agreement will be addressed during the normal biennial budget process.
ATTACHMENTS
1. South Coast Emergency Vehicles Agreement