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File #: RS-23-029    Version: 1 Name: Fire Apparatus Service Agreement - Siddons
Type: Resolution Status: Passed
File created: 1/12/2023 In control: City Council
On agenda: 2/14/2023 Final action: 2/14/2023
Title: Consider a memorandum/resolution to approve a Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department in an amount not to exceed $100,000.
Sponsors: Fire Department
Attachments: 1. Agreement, 2. Sole Source, 3. Certificate of Interested Parties, 4. Contract Verification, 5. Presentation

Title

 

Consider a memorandum/resolution to approve a Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department in an amount not to exceed $100,000.

 

Summary

 

DATE:                     February 7, 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 apparatus (2 aerials, 6 pumpers, and 2 rescues) with another 4 units in reserve (1 aerial, 2 pumpers, and 1 rescue). 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, LLC, 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 guaranteed for the duration of the agreement. However, parts and materials will be subject to market pricing at the time of order. This Service Agreement will be valid through September 30, 2023, in an amount not to exceed $100,000. If services and performance are acceptable, another Service Agreement with a potential for longer terms, will be evaluated upon completion of this initial agreement, with a projected start date of October 1, 2023.

 

THE ALTERNATIVES CONSIDERED:

 

1.                     Deny the authorization for a Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department

2.                     Approve the authorization for a Service Agreement as written

 

Which alternative is recommended? Why?

 

Approve a Fire Apparatus Service Agreement between Siddons-Martin Emergency Group, LLC and the Killeen Fire Department, through September 30, 2023. By doing so, current labor rates and service fees will be guaranteed for the duration of the agreement and provided by certified Emergency Vehicle Technicians. This will also preserve any warranties in place and lighten the workload for our City Fleet Department. 

 

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?

 

The FY 2023 expenditure will not exceed $100,000. Future expenditures and agreements will be evaluated based upon delivery of satisfactory service and performance from Siddons-Martin Emergency Group, LLC.

 

Is this a one-time or recurring expenditure?

 

This agreement is a one-time expenditure for FY 2023.

 

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 approving a Fire Apparatus Service Agreement through September 30, 2023 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

Certificate of Interested Parties

Contract Verification