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HomeMy WebLinkAboutItem 2e - Purchase Order Extension with Performance Truck RepairG�IIFOgnt9`y� * a ' —d AuBUSt i, IY03 C ° -.jq°n;ty°t ° ee � STAFF REPORT Fire Department DATE: July 15, 2014 TO: Honorable Mayor and City Council FROM: Kurt Norwood, Fire Chief By: Kevin Valentine, Battalion Chief SUBJECT: EXTENSION TO THE PURCHASE ORDER WITH PERFORMANCE TRUCK REPAIR, INC. FOR FIRE APPARATUS REPAIRS IN AN AMOUNT NOT TO EXCEED $135,000 Recommendation: Approve SUMMARY In 2012, the City executed a price agreement with Performance Truck Repair, Inc. for fire apparatus repairs under the formal bid specification process. The City had the option to renew the price agreement each year through FY 2015 -16. The price agreement was last renewed in July 2013 for FY 2013 -14. The Fire Department has been satisfied with the quality of service provided by the vendor over the last two years. Therefore, it is recommended that the City Council approve a one -year extension to the purchase order with Performance Truck Repair, Inc. for fire apparatus repairs for FY 2014 -15 in the amount not to exceed $135,000. DISCUSSION Prior to outsourcing any fire apparatus repairs or maintenance to an outside vendor, the Fire Department consults with the Fleet Services Division of the Public Works Services Department. If Fleet Services determines that the repairs are beyond its scope of expertise or resources, the Fire Department will send the apparatus to an outside vendor. Examples of areas that Fleet Services are not authorized to repair include the Husky Foam Pump Systems, the Hercules Compressed Air System, the patented Tak 4 Independent Suspension, and the Waterous Fire Pump. Purchase Order for Fire Apparatus Repairs July 15, 2014 Page 2 of 2 Prior to 2012, various venders were selected for outside work. In October 2012, the Fire Department solicited bids from vendors to simplify the repair process with the intention of authorizing a single outside vendor to perform all repairs that the City is unable to perform in- house. A formal bid process was conducted, and Performance Truck Repair, Inc. was determined to be the lowest responsible bidder. A price agreement was executed between the vendor and the City, and a purchase order was opened for FY 2012 -13. The City reserved the option to renew the price agreement on a yearly basis for a maximum of three additional years through FY 2015 -16. The Fire Department's experience with Performance Truck Repair, Inc. has been positive and the quality of work and service provided has exceeded expectations. Last year, the City Council authorized a one -year purchase order contract extension to the vendor for FY 2013 -14. At this time, it is recommended that the City Council authorize another one - year extension of the contract for FY 2014 -15. FISCAL IMPACT Sufficient funds for vehicle maintenance have been appropriated in the Fire Department's FY 2014 -15 operating budget. RECOMMENDATION It is recommended that the City Council approve a one year extension to the Purchase Order with Performance Truck Repair, Inc. for fire apparatus repairs in an amount not to exceed $135,000 for FY 2014 -15. Approved Dominic Lazzar t City Manager