Title
Consider a memorandum/resolution approving a Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department, in an amount not to exceed $200,000 for FY2024.
Summary
DATE: October 17, 2023
TO: Kent Cagle, City Manager
FROM: Jim Kubinski, Fire Chief
SUBJECT: Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and Killeen Fire Department
BACKGROUND AND FINDINGS:
The Killeen Fire Department currently operates 10 front line fire suppression units with another 4 units in reserve status. For optimal performance and reliability, each of these specialized units require periodic maintenance and preventive services by properly trained and certified Emergency Vehicle Technicians (EVT). Our 5 newest units were purchased through Siddons-Martin Emergency Group who offer a Service Agreement to provide the required periodic maintenance and preventive services for all makes and models of fire apparatus. All maintenance and services will be provided by certified EVT’s which will preserve any warranties currently in place. By signing a Service Agreement, all labor rates and service fees will be “fixed” for the duration of the agreement, including automatic renewals. However, parts and materials will be subject to market pricing at the time of order. This Service Agreement will be valid for a total of three (3) years: an initial one (1) year agreement, beginning October 1, 2023, followed by two (2) automatic one-year renewals in an amount not to exceed $200,000 for FY2024.
THE ALTERNATIVES CONSIDERED:
1. Deny the request as written; or
2. Approve the request to authorize a three (3) year Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department
Which alternative is recommended? Why?
The second alternative is recommended to preserve current warranties, ensure work is provided by certified EVT’s, and guarantee prices for Labor Rates and Service Fees over the next three (3) years. Additionally, the vendor has recently opened a new service center in the City of Killeen which will allow for virtually no additional out-of-service time or dedication of staff time moving vehicles to and from the service center.
CONFORMITY TO CITY POLICY:
This item conforms to State and Local purchasing policies
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
FY 2024 will not exceed $200,000
Future years will be based upon needs assessments and historical data
Is this a one-time or recurring expenditure?
Recurring
Is this expenditure budgeted?
Yes, funding is available in the General Fund Fire Department account 010-7070-442.42-51
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends approval of a Fire Apparatus Service Agreement beginning October 1, 2023, for a total duration of three (3) years (one year plus two automatic renewals) between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department and that the City Manager, or his designee, is expressly authorized to execute any and all change orders within the amounts set by State and Local law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Agreement
Sole Source Letter
Certificate of Interested Parties
Contract Verification