TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Michael Lang, Fire Chief
Anthony Gomes, Division Chief
Sarah Michael, Management Analyst
SUBJECT:Title
Consideration of a Resolution Approving an Agreement with South Coast, LLC, DBA South Coast Emergency Vehicle Service for Emergency Vehicle Maintenance and Repair Services for Fire Apparatus Not-to-Exceed $100,000 Per Year (Fire Chief Lang).
ADOPT RESOLUTION NO. 23-0087
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Recommended Action
RECOMMENDATION:
1. Staff recommends that the City Council adopt Resolution No. 23-0087 approving an agreement with South Coast, LLC, DBA South Coast Emergency Vehicle Service for a three-year contract with an option to renew for two additional one-year extensions.
2. Allow the City Manager to exercise each option to extend/renew the agreement.
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FISCAL IMPLICATIONS:
The three-year agreement under consideration with South Coast, LLC, DBA, South Coast Emergency Vehicle Service for emergency vehicle maintenance and repair services has maximum compensation set at $100,000 annually and has language allowing for two additional one-year term extensions. As the total compensation amount exceeds the City Manager awarding authority per the City’s purchasing policy, City Council approval of the proposed agreement is required. Sufficient funding exists for this agreement in the Fire Operations program’s budget within the General Fund. Future years will be budgeted accordingly.
BACKGROUND:
The Fire Department is responsible for servicing and repairing fire apparatus that are outside the expertise of the Public Works Fleet Services Section, specifically the fire engines. Examples of areas the Fleet Section is not authorized to repair include the Foam PRO Pump Systems, the patented TAK-4 Independent Suspension, the aerial ladder, and the Hale Fire Pump because of special certifications required.
The Fire Department operates a fleet of four fire engines. This includes two front-line units (2012 KME pumper and 2018 E-One pumper with aerial ladder) and two reserve units (2000 American LaFrance pumper and 2005 E-One pumper with aerial ladder). The general service life of a fire engine in municipal service is twenty years (ten years as a front-line unit, ten years as a reserve). Currently, the City’s oldest fire engine is a 2000 American La France pumper. After 22 years of emergency service, it has lost reliability and parts are increasingly difficult to obtain. As such, this reserve vehicle has surpassed its lifespan under the normal fire service standards and therefore, will be eliminated from the City’s Fleet inventory. The current front-line 2012 KME pumper will be moved to reserve status, thus placing the newest (Pierce Arrow XT triple combination pumper) engine as the front-line apparatus. The new Piece Arrow XT engine is expected to be delivered in quarter three of FY 2023-2024.
The department has held a contract with South Coast, LLC, DBA, South Coast Emergency Vehicle Service for maintenance and repair service of fire apparatus which expired on June 30, 2023.
DISCUSSION:
On April 20, 2023, a Request for Proposals (RFP) was posted on OpenGov, a public bid notification board. Bids were received on May 10, 2023.
Five vendors viewed the RFP:
1. Plastic Express, Inc.
2. South Coast, LLC, DBA South Coast Emergency Vehicle Service
3. Southern California Fleet Services, Inc.
4. Valley Power Systems, Inc.
5. Western States Converters & Transmissions, Inc.
Plastic Express, Inc. and Western States Converters & Transmissions, Inc. provided no bids.
Staff reviewed the three proposals received by South Coast Emergency Vehicle Service (SCEVS), Southern California Fleet Services, Inc. (SoCal Fleet), and Valley Power Systems, Inc. (Valley Power) and determined that SCEVS met the needs of the department.
Distinguishing SCEVS from the other two bids, SCEVS has 27 technicians with one that will be assigned to the Manhattan Beach Fire Department. The bids submitted by SoCal Fleet and Valley Power do not provide a dedicated technician to the Fire Department. Having an assigned technician allows for more familiarity with fire apparatus and ultimately better service. SCEVS also provides all services and certifications requested. SoCal Fleet and Valley Power either do not provide specific services as requested in the RFP, which means outsourcing these services and potentially causing a delay in repair or maintenance; or the vendor is still working on getting certain certifications and services which will be critical when the new fire apparatus arrives. The new fire engine is manufactured by Pierce, which requires that any required heavy mechanical maintenance or repairs are performed by Pierce’s authorized regional vendor. Currently, SCEVS is a Pierce-authorized vendor. Furthermore, SCEVS provides flat rates on larger repair services, whereas the other vendors charge hourly rates.
In order to maintain the life, quality, and efficiency of the emergency vehicles this service is critical. This contract helps ensure vehicles are in service and available for emergency calls. SCEVS is a reputable vehicle maintenance and repair company that has provided quality service to the Manhattan Beach Fire Department. With 27 years of experience in the industry, SCEVS also works with multiple public agencies including Pasadena, Long Beach, and Huntington Beach.
Staff recommends that the City Council award RFP No. 1307-23 and adopt Resolution No. 23-0087 approving an agreement with South Coast Emergency Vehicle Service for a three-year contract with an option to renew for two additional one-year extensions, and allow the City Manager to exercise each option to extend/renew the agreement.
PUBLIC OUTREACH:
This bid was advertised on the City’s website, as well as OpenGov, a public bid notification board.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has approved the agreement as to form.
ATTACHMENTS:
1. Resolution No. 23-0087
2. Agreement- South Coast, LLC, DBA South Coast Emergency Vehicle Service