TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Jesse Alexander, Fire Chief
Anthony Gomes, Deputy Fire Chief
Sarah Michael, Senior Management Analyst
SUBJECT:Title
Consideration of: (1) Awarding RFP No. 1338-26 and Adopting a Resolution Approving a 32-Month Agreement with Two Optional One-Year Extensions at the City Managers Sole Discretion with ReNewell Fleet Services, LLC for a total of $700,000, plus a $75,000 Emergency Contingency, for a Total Not-to- Exceed Amount of $775,000 for Emergency Vehicle Maintenance and Repair Services for Fire Apparatus; and (2) Appropriating $30,000 from the General Fund Balance (Partially Budgeted) (Fire Chief Alexander)
A) ADOPT RESOLUTION NO. 25-0126
B) APPROPRIATE FUNDS
Body
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RECOMMENDATION:
Staff recommends that the City Council:
1. Award RFP No. 1338-26 and adopt Resolution No. 25-0126, approving a 32-month agreement with two optional one-year extensions at the City Manager's Sole Discretion with ReNewell Fleet Services, LLC for a total of $700,000, plus a $75,000 emergency contingency, for a total not-to-exceed amount of $775,000; and
2. Approve Appropriation of $30,000 from the General Fund Balance.
FISCAL IMPLICATIONS:
An additional appropriation of $30,000 is needed from the unreserved General Fund balance to fully fund the agreement with ReNewell Fleet Services, LLC (ReNewell) for emergency vehicle maintenance and repair services. Future years will be budgeted accordingly.
BACKGROUND:
The Fire Department is responsible for the servicing and repair of fire apparatus that exceed the technical expertise of the Public Works Fleet Services Section, particularly fire engines. Certain components and systems, such as Foam PROPump Systems, the patented TAK-4 Independent Suspension, aerial ladders, and Hale Fire Pumps, require specialized certifications that the City’s Fleet Services is not authorized to perform.
The Fire Department operates a fleet of four fire engines, including two front-line units-a 2024 Pierce Arrow XT pumper and a 2018 E-One pumper with aerial ladder-and two reserve units-a 2012 KME pumper and a 2005 E-One pumper with aerial ladder. The typical service life of a municipal fire engine is approximately twenty years, with ten years as a front-line unit followed by ten years as a reserve unit. Currently, the City’s oldest fire engine is the 2005 E-One pumper with aerial ladder.
Historically, the Department contracted with South Coast, LLC, DBA South Coast Emergency Vehicle Service, for maintenance and repair of fire apparatus. That contract was set to expire on June 30, 2026; however, South Coast ceased operations and no longer provides services; therefore, a new agreement was needed.
DISCUSSION:
On July 31, 2025, a Request for Proposals (RFP) was posted on OpenGov. The RFP deadline was August 21, 2025, and only one bid was received from ReNewell Fleet Services, LLC (ReNewell).
Staff reviewed the proposal received by ReNewell to determine whether their services meet the needs of the Fire Department. Based on a thorough review of the proposal submitted, staff found ReNewell to be fully qualified to provide the level of service and expertise required by the Manhattan Beach Fire Department (MBFD). They are the sole Pierce service, warranty, and parts dealer for Southern California and employ experienced fire technicians who are Pierce factory-trained and certified in all fire apparatus systems. This includes chassis electrical systems, fire pump systems (Waterous and Hale), TAK-4 suspension, Foam Pro foam systems, steering, chassis and suspension systems, engine repair, air conditioning, Command Zone diagnostics, repair and reprogramming, as well as complete aerial ladder maintenance, service, and repair.
In addition to Pierce apparatus, ReNewell performs repairs, maintenance, and service on all makes and models of fire apparatus, including KME, American LaFrance, and E-One. Their team includes 12 fire technicians, two paint and body technicians, and one certified fabricator/welder. Ten of the fire technicians are based at the Ontario facility and are fully qualified to perform repairs on MBFD’s entire emergency fleet.
The agreement under consideration with ReNewell is a 32-month agreement with two optional one-year extensions at the city manager's sole discretion with ReNewell Fleet Services, LLC for a total of $700,000, plus a $75,000 emergency contingency, for a total not-to-exceed amount of $775,000, inclusive of the two optional years. The agreement allows the Fire Chief to initiate the $75,000 contingency upon emergency only. Given that the total compensation exceeds the City Manager’s awarding authority under the City’s purchasing policy, City Council approval of the proposed agreement is required.
The cost of services is higher than originally anticipated during the FY 2026 budget development process. The current FY 2026 budget includes $115,000 in Fire Operations for these as-needed services. The original budget was prepared based on hourly rates of $145 per service hour as established in the agreement with South Coast, which was originally set to expire in June 2026. Given that South Coast has since ceased operations, staff recommends increasing the budget to $145,000 through an additional appropriation of $30,000 for FY 2026 to ensure sufficient funding. This increase is based on the new pricing proposed by ReNewell which is based on a higher rate of $195 per service hour. Starting in FY 2028, increases to the hourly service rate would take effect as outlined in Exhibit B of the agreement.
Staff recommends that the City Council appropriate $30,000 from the General Fund, award RFP No. 1338-26, adopt Resolution No. 25-0126 approving an agreement with ReNewell Fleet Services, LLC. for a 32-month agreement with an option to renew for an optional two 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. 25-0126
2. Agreement- ReNewell Fleet Services, LLC.