AGENDA ITEM REPORT
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A RESOLUTION AUTHORIZING THE CITY MANAGER, OR DESIGNEE, TO EXECUTE AMENDMENT NO. 2 TO THE AGREEMENT WITH VECTOR FLEET MANAGEMENT, LLC FOR FLEET MANAGEMENT AND MAINTENANCE SERVICES TO PROVIDE FOR THE ADDITION OF TEN (10) FIRE HEAVY VEHICLES.
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BACKGROUND:
On October 6, 2018, the City entered into an agreement with Vector Fleet Management, LLC to provide maintenance and repair services for the City’s vehicle fleet pursuant to RFP No. 06-27-18-10. On May 13, 2021, the City authorized Amendment No. 1 to the agreement to include seven (7) Fire Administration vehicles in the fleet complement.
At present, the City’s fire rescue trucks are maintained by an external vendor certified to service these specialized vehicles. However, the Fire Department has experienced significant delays in obtaining repairs and routine maintenance, with some vehicles remaining out of service for extended periods, including months for minor issues, thereby adversely affecting operational readiness.
DISCUSSION:
To improve service delivery and reduce vehicle downtime, proposed Amendment No. 2 to the agreement with Vector Fleet Management, LLC expands the scope of the fleet management and maintenance services contract to include ten (10) emergency fire apparatus heavy vehicles. This approach represents the most economical and efficient option for the City. Under the amended agreement, Vector Fleet Management, LLC is responsible for providing qualified personnel to perform required maintenance and repairs; if the necessary expertise is not available in-house, Vector Fleet Management, LLC is required to send the vehicle to an appropriate external vendor to complete the work, ensuring continuity of service and minimizing operational impacts to the City.
The proposed amendment also authorizes the purchase of specialized vehicle lift and repair equipment necessary to support the transition, in an amount not to exceed ninety-five thousand dollars ($95,000). Funding for this equipment was included in the FY2026 Adopted Budget. All equipment acquired under this provision will be owned by the City.
The proposed amendment also extends the term of Renewal No.3 from October 5, 2026, to October 31, 2026, to align with the monthly billing cycle. Any additional renewal(s), if exercised, shall run from November 1, 2026 (or the year in which renewed) through October 31 of the following year.
RECOMMENDATION:
Staff recommends approval of this resolution.
FISCAL IMPACT:
REVENUES: $ 0
EXPENDITURES: $ 345,540
BUDGETED? Yes
NOTES: Repair and maintenance costs of $250,540 budgeted in Account No. 0175-4605, Fleet Services R/M Contracts. Vehicle lift and other equipment costs of $95,000 budgeted in Account No. 0175-6430, Machinery and Equipment.