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HomeMy WebLinkAboutStaff Report 5.B 12/21/2009 CITY OF PETALUMA, CALIFORNIA ~"~ ~~~~~ ~~~ ®ecember 21, 2005 Agenda Title: Resolution Authorizing Development of an Agreement with Meeting Date: December 21, Petaluma City Schools to Provide Fire Apparatus Fleet Maintenance 2009 Services to the City of ~P~etaluma, and .Authorizing the City Manager to Meeting Timer 7:00 PM Execute the Agreement. Cate~ory: ^ Presentation ^ Appointments ^ Consent ^ Public.Hearing ^ Unfinished Business ®New Business Department: Director: Contact.. Person: Phone Number: Fire Larry B. Anderson Larry B. Anderson 707-778-4365 Total Cost of Proposal or Proiect: Name of Fund: R&1V1 VEHICLES/EQUIP & SUPPLIES/PARTS/FUEL VEH AmountBud~eted: $50,250 and $55,300 ($105,550) Account Number: 1100.13510.54230 & 1 100.135'10.53060 Current: Fund Balance: $42,921 & $45,574 Recommendation:. It is recommended that .the City Council take the following action: Adopt. Resolution Authori-zing Development of an Agreement with Petaluma City Schools to Provide Fire Apparatus Fleet Maintenance Services to the City of Petaluma, and Authorizing the City Manager to Execute the Agreement. 1. ^ First reading of Ordinance approved unanimously, or with unanimous vote to allow posting prior to second reading 2. ^ First reading of Ordinance approved without unanimous vote: Ordinance has been published/posted priorto second reading, see Attachment :i. ^ Other action requiring special notice: Notice has been given, see-Attachment Summary Statement: The primary purpose of this Resolution is to.provide an add~ifional g~ual~ified and cost effective option. for the timely repair and servicing of the Fire Department's equipment. fleet. Due to the increasing level of service activities impacting the Organization,. coupled with the pend~ingreti~r,ement of the Fire Department's lead mechanic, this Agreement with the School District will augment the services needed in support of the apparatus fleet maintenance program. Attachments to Agenda Packet Item: 1. Resolution Reviewed`. by Finance; Direct or: `Reviewed. by City Attorney: A rov_ d Mana er: / ,,~ ~; ~Ga' Dates h- -/ ;~~~~ Dater Date: -% -~ Rev. # 1 ,,.: , r ~ , Date Last Rey~ised 12/15/09 File: CITY OF PETAI,UMA, 'CALIFORNIA . DECEMBER 21., 2Q~09 (Date of Meeting) AGENDA REPORT FOR Resolution Authorizing. Development of an Agreement with Petaluma City Schools to Provide Fire Apparatus Fleet Maintenance Services to the City of Petaluma,. and Authorizing the City Manager to Execute the Agreement RECOMMENDATION: Adopt the resolution to develop an agreement with Petaluma City~Schools to perform fleet maintenance services for the City of Petaluma. Fire Department which. includes fire apparatus, ambulances, command and staff vehicles.. 2. BACKGROUND: The Petaluma Fire Department has employed a fleet maintenance. program to service it fire apparatus, ladder truck, ambulances, and support vehicles utilizing "in-.house" firefighters, Public Works Maintenance, and commercial repair vendors as needed. ~In general, the following model is utilized for fleet maintenance: 1. Public Works Maintenance - Basic Automotive, Fleet 2. Fire Department Mechanics -Fire Apparatus and Ambulances 3. Commercial & Specialized Repair Vendors -Fire Apparatus and Ambulances Public Works performs basic fleet maintenance services on the Fire Department's staff vehicles. Due to work space and "lift equipment" limitations., Public Works Maintenance does not perform maintenance services on any of the emergency response fleef. The Fire Department performs most of the routine and some of the advance mechanical service repairs that are required. To date, this has been the most cost efficient system, Repair services have been performed based on the availability of Fire Department mechanics, the type of work to be performed, the qualifications of the mechanic, .and the cost to perform the services. Currentl-y; only one of the four firefighter mechanics is a certified "fire mechanic," while the remainder are working towards certification. When needed, the Fire Department utilizes commercial vendors and specialty repair shops to perform major and/or technical service repairs. DISCUSSION.: The ongoing escalation in emergency response and business activities coupled with the pending retirement of the Fire Department's primary (and only certified) fire mechanic has necessitated the development of a solution to maximize fleet maintenance service options. The proposed .fleet maintenance agreement with Petaluma Ci y Schools is intended to provide an additional service .option that maintains cost efficiency, utilizing qualified mechanics, who can perform timely routine maintenance and repair services. In April 200.8, fire command staff commissioned a study of the current fleet maintenance program to examine solutions, evaluate options, and explore opportunities to insure timely maintenance and cost efficiency in servicing: tsfire apparatus"and,generalfleet. The results of thus research indicated that the best services and cost efficiencies would be achieved by .continuing.. to utilize the: options listed above with the addition of a fleet maintenance service agreement with Petaluma City Schools.. The 2008 study confirmed that post efficiency is achieved when the City is able to utilize its own "in-house" fire mechanics to service the fire apparatus and ambulances as well as through the utilization of the City Equipment Mechanics. for servicing the .staff vehicle fleet. The 2008 Study determined that the next level of cost efficiency would be achieved through. a service agreement with the Petaluma City Schools; with .the most expensive fleet maintenance costs occurring whenever: apparatus are sent to. a commercial repair shop. A commercial vendor is only utilized; for example, when major repairs such as hydraulic system maintenance; or engine and transmission related work is needed. In general, the hierarchy of automotive fleet. maintenance. services will occur in the following order: 1. Public Works Mai-ntenance - Basic Automafive Fl`e~et 2. .Fire Department Mechan-i¢s -Fire Apparatus andAmbulances 3. School District Mechanics -Fire Apparatus and Ambulances 4. Commercial & Specialized Repair Vendors -Fire Apparatus and Ambulances If the Agreement with Petaluma City Schools to Provide Fire Apparatus Fleet Maintenance Services is not approved, the overall cost for fleet maintenance services will likely increase. This would occur due to an increased reliance on commercial vend'or's for fleet maintenance services. 4. FINANCIAL IMPACTS: It is estimated that there will not be any significant financial ril~pacts 'for the types ~ of routine maintenance .services that would be performed by the School District. This is based on the similarity'of pay rates charged by the fire mechanics :and' City School mechanics, If the. School District option were not available, more work would be required to be sent to a commercial vendor at a potentially higher cost. 'The funding for fleet maintenance comes from three sources: 1. R&M VEHICLES/EQUIP - 1100~.13'S10.54230 2. >SUPPLIES/PARTS/FUEL VEH - 1100:13510.53060 3. OVERTIME. FULL-TIME -1100.13500.51210 ~. ATTACHMENT #1 RESOLUTION AUTHORIZING DEVELOPMENT OF AN AGREEMENT WIT>FI PETALUMA CITY SCHOOLS TO PROVIDE FIRE APPARATUS FLEET MAINTENANCE. SERVICES TO THE CITY OF PETALUIVIA, AND AU'T'HORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT WI~EREAS, the Petaluma Fire Department has employed a fleet maintenance program to service its fire apparatus, ladder truck, ambulances and support vehicles utilizing "in-house" firefighters, the City Corp Yard and commercial repair vendors as needed; and, WHEREAS, the City's Corp Yard performs basic fleet maintenance services on the Fire Department's staff vehicles; and, WHEREAS, due to workspace and "lift equipment" limitations, the City Corp Yard does not perform maintenance services on any of the emergency response fleet; and, WHEREAS, the Fire Department. performs most of the routine and some of the advance mechanical service repairs that are required based on the availability of Fire Department mechanics, type of work to be performed, qualifications of the mechanic, and the cost to perform the services; and, WHEREAS, the pending retirement of the Fire Department's only certified fire mechanic has necessitated the development of a solution to maximize fleet maintenance service options; the proposed fleet maintenance :agreement with Petaluma City Schools is intended to provide an additional service option that maintains cost efficiency, with qualified mechanics; and, WHEREAS,. the Petaluma. School District operates maintenance facilities for the service of District vehicles and equipment; ..and, WHEREAS, the Petaluma Fire Department has a fleet of emergency vehicles that need periodic maintenance; and, WHEREAS,. the Fire Department desires to have the Petaluma School District service and. maintain its fleet of emergency vehicles; and, WHEREAS, the Petaluma School District is prepared to service and maintain the Fire Department's emergency vehicles. NOW, TIhEREFORE, be it resolved that the City Council of the City of Petaluma authorizes the development of an agreement with Petaluma City Schools to provide fire apparatus fleet maintenance services to the City of Petaluma, and authorizes the City Manager to approve and sign such an Agreement on terms mutually agreeable to the Petaluma City Schools and the City.