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Item 4NCITY OF SOUTH LA KE MEMORANDUM October 2, 2012 To: Shana Yeiverton, City Manager From: Sharen Jackson, Director of Finance Timothy Slifka, Purchasing Manager Subject: Item 4N Approve First Renewal of Contract for Preventative Maintenance and Repair Services for Fire Apparatus to First Vehicle Services Action Requested: Approve first renewal of contract for Preventative Maintenance and Repair Services for Fire Apparatus to First Vehicle Services. The vendor is requesting a two percent (2 %) increase in the cost of services and a one percent (1 %) increase in the cost of parts. Attached is the required documentation for this increase request. Per the original contract, vendor is eligible to request up to a two percent (2 %) across the board increase pending City approval. Background Information: In October 2011 the City Council approved a contract for fire apparatus maintenance and repair services with First Vehicle Services. This contract is a joint contract with the City of Keller. This request is the first of four (4) possible annual renewals. Financial Considerations: These services will be funded through department vehicle maintenance budget for FY 2013. Strategic Link: C1 — Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. F2 — Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Reject renewal recommendation and re -bid service. Supporting Documents: Renewal documents. Staff Recommendation: Renew current contract with First Vehicle Services for Southlake Fire Apparatus Maintenance and Repair Services. 06 /19 /11 05:18AM Felton,AUBREY 561 - 4044886 p.01 AMENDMENT ONE TO THE CITY OF SOUTHLAKE FLEET SERVICES CONTRACT RFB1106B300CA110017 DATED OCTOBER 19, 2011 BY AND BETWEEN THE CITY OF SOUTHLAKE TX. AND FIRST VEHICLE SERVICES INC This Amendment is made this 19th day of October 2012 by and between THE CITY OF SOUTHLAKE TEXAS ( "CITY") and First Vehicle Services Inc ( "Supplier"). WHEREAS The City and the First Vehicle Services entered into a one (1) year contract with four (4) additional one (1) year renewals dated October 19, 2011 and WHEREAS The City and the First Vehicle Services now wish to renew contract until October 19, 2013 and WHEREAS, The City and Supplier now desire to renew the Contract in accordance with Section 8 (Term of Contract and Option to Extend), Section C (Price Increases Upon Extension) of the contract as described below. Basis for the increase included as Attachment 3, U.S. Bureau of Labor Statistics, Table 2. July 2012. NOW, THEREFORE, in consideration of the mutual covenants, promises and undertakings contained in the Contract and this Amendment the supplier and the City agree to amend the Contract as follows: 1. The current List of Vehicles pertaining to the contract is listed in Attachment t, 2. The Costs of Products and/or Services are contained in Attachment 2, and reflect: (a) Shop Hourly Rate will increase by 2 % to $75.48 . (b) All parts, materials, and subcontracted services will increase 1 %n to (1) Bulk Parts -Cost plus 1 I (2) Parts under $500 — Cost plus 41 (3) Parts $500 and up -Cost plus 21 % (c) All fixed fee services increased by 2% AMENDMENT ONE TOTHE FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 1 o12 06/19/11 05.18AM Felton,AUBREY 561- 4044886 p.02 AMENDMENT ONE TO THE CITY OF SOUTHLAKE FLEET SERVICES CONTRACT RFB110GB300CA110017 DATED OCTOBER 19, 2011 ENTIRE AGREEMENT. This Amendment contains all of the agreements of the parties hereto with respect to the matters contained herein, and no prior agreement, arrangement or understanding pertaining to any such matters shalt be effective for any purpose. Except as expressly amended by this document, the Contract as previously amended remains in full force and effect and legally binding upon the City and the Supplier. Contract and Renewal Accepted: City of Southlake Signed: Date: Mayor John Terrell Attest: Alicia Richardson, TRMC City Secretary Approved as to Form and Legality: , City Attorney First Vehicle Service r- By: Date: Name: Its: 'O/` le . • e J:� . AMENDME=NT ONE TO THE FLEET SERVICES CONTRACT RFB1 f 06B300CA 11001 10/19112 Page 2 of 2 City of Southlake Amendment 1 for RF13110613300CA110017, Annual Renewal effective 10/1912012 Attachment 1. List of Vehicles CITY OF SOUTHLAKE VEHICLES AND APPARATUS Unit# Description Year Make Model Vin# Build # 301 Reserve Engine 2001 Pierce Quantum 4PICT0561AO01305 12088 302 Engine 2009 Pierce Quantum 4PICUOIHX9AO10183 22106 304 Engine 2005 Pierce Quantum 4PICUOIH65AO05198 16651 305 Aerial Platform 2007 Sutphen SPH100 1S9A3JLD271003140 HS4323 306 Command Vehicle 2003 Ford Expedition 1FMPU16L74LB54294 307 EMS Vehicle 2007 Ford Explorer 1FMEU63E97U45136 308 Brush Truck 2008 Ford F450 1FDXX47R88EE05877 309 Command Vehicle 2011 Chevrolet Tahoe 1 GNSK2E05BR207917 311 Ambulance 2008 Chevrolet 04500 1GBE4C1988F411054 312 Ambulance 2004 Ford F450 1FDXF46P84EB51200 313 Inspector Vehicle 2007 Ford Explorer 1FMEU63E07UB45137 314 Ambulance 2011 Dodge 4500 3D6WA6EL3BG593763 320 Fire Marshal 2005 Ford F250 1FTSW2OP45EB86992 ATTACHMENT 1 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 1 of 3 City of Southlake Amendment 1 for RFB110613300CA110017, Annual Renewal effective 10/19/2012 Attachment 1. List of Vehicles, Cont'd CITY OF KELLER APPARATUS AND VEHICLES 101 Admin 1998 Ford Explorer IFMZU34EZWZBO9322 102 Admin 1999 Ford Explorer 1FMZU32P4XZB74985 103 Admin 2000 Ford Expedition IFMRU1662YLB84635 104 Admin 2000 Ford Expedition IFMRU15L3YLB74316 106 Pickup 2002 Ford F150 1FTRX17W52NB39811 108 Crevi Cab 2004 Ford F250 CC 1FTNW20P44EC24510 110 Admin 2007 Ford Expedition IFMFUI5547LA42362 111 Crew Cab 2008 Ford F159 CC 1FTRW12W08FA08542 201 CERT 1999 Freightliner Frazier 1FV3ELBC8XH960884 204 Medic 2003 Ford F650 3FDNX65243MB04051 205 Medic 2007 _ Ford F450 IFDXF46PX7EA91621 208 Medic 2009 Ford F450 1FDAF46R49EA62111 209 Medic 2009 Ford F450 1FDAF46R69EA85485 301 Engine 1996 Pierce Freightliner 1FV6JLCBOVH867563 EA061 302 Quint 2000 Pierce Dash 4PICT02S6YA000620 11221 305 Brush Truck 1997 Ford F000 3FEFK38F2VMA06623 306 Aeri al Platform 2004 Pierce Dash 4P]CT02H94A003896 15315 309 Brush Truck 2008 Ford F450 1 FDXX47R78EC 14337 310 Quint 2008 Pierce Velocity 4PICV01HX8A008803 20633 ATTACHMENT 1 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 2 of 3 City of Southlake Amendment 1 for RFB110613300CA110017, Annual Renewal effective 10/19/2012 Attachment 1. List of Vehicles, Cont'd CITY OF COLLEYVILLE APPARATUS AND VEHICLES Unit# Description Year Make Model Vin# Build # 402 Quint 1999 Pierce Lance 4P1CT02S2XA001536 ED 109 404 Command Vehicle 2002 Ford Expedition 1FMRU15L52LA90712 405 Brush Truck 1997 Ford F350 1FDKF38F7VED11481 406 Command Vehicle 2005 Ford Excursion 1FMNU40P65EC25074 407 Engine 2006 Pierce Quantum 4P1CUOlA6AO06299 17753 408 Fire Marshal 2006 Ford Expedition IFWU3586LA99833 409 Ambulance 2008 Frazer F450 1 FDXF46RO8ED38700 418 Rehab Truck 1995 Freiiahtliner FL60 1FV3GFBLOTL8 14627 419 Ambulance 2001 Frazer F450 IFDXF46F11EB28425 420 Decon Truck 2006 Ford F550 1FDAW56P76EA41558 421 Decon Truck 2006 Wells Faro Trailer WC20OH2952052203 422 Platform 2010 Pierce Quantum 4P1CUOlE5AA010960 22906 423 Ladder Truck 2010 Pierce Quantum 4P1CUOlE7AA01961 22907 447 1 Clown Trailer 1997 Cargo Mate Trailer 49TCB 1625V 1027237 ATTACHMENT 1 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB11069300CA11001 10/19/12 Page 3 of 3 City of Southlake Amendment 1 for RFB11066300CA110017, Annual Renewal effective 10/19/2012 Attachment 2. Cost of Products and/or Services Item# uantit Description of Products /Services Unit Price CITY OF SOUTHLAKE VEHICLES AND APPARATUS 1 QUARTERLY MAINTENANCE SERVICES 2 Per Svc Unit #301 Per Scope of Services $ 399.33 3 Per Svc Unit # 302 Per Scope of Services $ 399.33 4 Per Svc Unit # 304 Per Scope of Services $ 399.33 5 Per Svc Unit # 305 Per Scope of Services $ 399.33 6 Per Svc Unit # 306 Per Scope of Services $ 154.94 7 Per Svc Unit # 307 Per Scope of Services $ 154.94 8 Per Svc Unit # 308 Per Scope of Services $ 177.48 9 Per Svc Unit # 309 Per Scope of Services $ 154.94 10 Per Svc Unit #311 Per Scope of Services $ 215.37 11 Per Svc Unit #312 Per Scope of Services $ 215.37 12 Per Svc Unit #313 Per Scope of Services $ 154.94 13 Per Svc Unit # 3 14 Per Scope of Services $ 215.37 14 Per Svc Unit # 320 Per Scope of Services $ 215.37 15 SOUTHLAKE TOTAL Q UARTERLY SERVICES: $ 3,256.04 16 17 Quantity Description of Products /Services Unit Price 18 ANNUAL MAINTENANCE SERVICES 19 Per Svc Unit # 301 Per Scope of Services $ 1,473.55 20 Per Svc Unit # 302 Per Scope of Services $ 1,473.55 21 Per Svc Unit # 304 Per Scope of Services $ 1,473.55 22 Per Svc Unit # 305 Per Scope of Services $ 1,473.55 23 Per Svc Unit # 306 Per Scope of Services $ 220.93 24 Per Svc Unit # 307 Per Scope of Services $ 220.93 25 Per Svc Unit # 308 Per Scope of Services $ 673.81 26 Per Svc Unit # 309 Per Scope of Services $ 220.93 27 Per Svc Unit #311 Per Scope of Services $ 598.23 28 Per Svc Unit # 3 12 Per Scope of Services $ 598.23 29 Per Svc Unit #313 Per Scope of Services $ 220.93 30 Per Svc Unit #314 Per Scope of Services $ 598.33 31 Per Svc Unit # 320 Per Scope of Services $ 220.93 32 -- ] SERVICES: SOUTHLAKE TOTAL ANNUAL $ 9,467.48 ATTACHMENT 2 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1 f 06B300CA11001 10/13112 Page 1 of 4 City of Southlake Amendment 1 for RFB1106B300CA110017, Annual Renewal effective 10/19/2012 Attachment 2. Cost of Products and/or Services, Cont'd CITY OF KELLER FIRE APPARATUS u ntity Description of Products /Services I Unit Price 33 QUARTERLY MAINTENANCE SERVICES 34 Per Svc Unit # 101 Per Scope of Services $ 154.94 35 Per Svc Unit # 1.02 Per Scope of Services $ 154.94 36 Per Svc Unit # 103 Per Scope of Services $ 154.94 37 Per Svc Unit # 104 Per Scope of Services $ 154.94 38 Per Svc Unit # 106 Per Scope of Services $ 177.48 39 Per Svc Unit # 108 Per Sco e of Services $ 215.37 40 Per Svc Unit # 110 Per Scope of Services $ 154.94 41 Per Svc Unit # 111 Per Scope of Services $ 177.48 42 Per Svc Unit # 201 Per Scope of Services $ 215.37 43 Per Svc Unit # 204 Per Scope of Services $ 399.33 44 Per Svc Unit # 205 Per Scope of Services $ 215.37 45 Per Svc Unit # 208 Per Scope of Services $ 215.37 46 Per Svc Unit # 209 Per Scope of Services $ 215.37 47 Per Svc Unit # 301 Per Scope of Services $ 399.33 48 Per Svc Unit # 302 Per Scope of Services $ 399.33 49 Per Svc Unit # 305 Per Scope of Services $ 215.37 50 Per Svc Unit # 306 Per Scope of Services $ 399.33 51 Per Svc Unit # 309 Per Scope of Services $ 215.37 52 Per Svc Unit # 3 10 Per Scope of Services $ 399.33 53 KELLER TOTAL QUARTERLY SERVICES: $ 4,633.90 54 Q antity Description of Products /Services Unit Price 55 ANNUAL MAINTENANCE SERVICES 56 Per Svc Unit # 101 Per Scope of Services $ 220.93 57 Per Svc Unit # 102 Per Scope of Services $ 220.93 58 Per Svc Unit # 103 Per Scope of Services $ 220.93 59 Per Svc Unit # 104 Per Scope of Services $ 220.93 60 Per Svc Unit # 106 Per Scope of Services $ 220.93 61 Per Svc Unit # 108 Per Scope of Services $ 220.93 62 Per Svc Unit # 110 Per Scope of Services $ 220.93 63 Per Svc Unit # 111 Per Scope of Services $ 220.93 64 Per Svc Unit # 201 Per Scope of Services $ 598.23 65 Per Svc Unit # 204 Per Scope of Services $ 749.29 66 Per Svc Unit # 205 Per Scope of Services $ 598.23 67 Per Svc Unit # 208 Per Scope of Services $ 598.23 68 Per Svc Unit # 209 Per Sco e of Services $ 598.23 69 Per Svc Unit # 301 Per Scope of Services $ 1,473.55 70 Per Svc Unit # 302 Per Scope of Services $ 1,473.55 71 Per Svc Unit # 305 Per Scope of Services $ 296.41 72 Per Svc Unit # 306 Per Scope of Services $ 1,473.55 73 Per Svc Unit # 309 Per Scope of Services $ 296.41 74 Per Svc Unit # 3 10 Per S a of Services $ 1,473.55 75 KELLER TOTAL ANNUAL SERVICES: $ 11,396.68 Attachment 2. Cost of Products and/or Services, Cont'd ATTACHMENT 2 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10119/12 Page 2 of 4 City of Southlake Amendment 1 for RFB1106B300CA110017, Annual Renewal effective 10/19/2012 CITY OF COLLEYVILLE FIRE APPARATUS CITY OF COLLEYVILLE FIRE APPARATUS Q uantity Description of Products /Services I Unit Price 76 92 QUARTERLY MAINTENANCE SERVICES 77 Per Svc Unit # 402 Per Scope of Services $ 399.33 78 Per Svc Unit # 404 Per Scope of Services $ 154.94 79 Per Svc Unit # 405 Per Scope of Services $ 177.48 80 Per Svc Unit # 406 Per Scope of Services $ 154.94 81 Per Svc Unit # 407 Per Scope of Services $ 399.33 82 Per Svc Unit # 408 Per Scope of Services $ 154.94 83 Per Svc Unit # 409 Per Scope of Services $ 399.33 84 Per Svc Unit #418 Per Scope of Services $ 399.33 85 Per Svc Unit # 419 Per Scope of Services $ 399.33 86 Per Svc Unit # 420 Per Scope of Services $ 399.33 87 Per Svc Unit #421 Per Scope of Services $ 99.40 88 Per Svc Unit # 422 Per Scope of Services $ 399.33 89 Per Svc Unit # 423 Per Scope of Services $ 399.33 90 Per Svc Unit # 447 Per Scope of Services $ 99.40 91 107 COLLEYVILLE TOTAL QUARTERLY SERVICES: $ 4,035.73 B. Cost of Products and/or Services, cont'd ATTACHMENT 2 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 3 of 4 CITY OF COLLEYVILLE FIRE APPARATUS Q uantity Description of Products/Services Unit Price 92 ANNUAL MAINTENANCE SERVICES 93 Per Svc Unit # 402 Per Scope of Services $ 1,473.45 94 Per Svc Unit # 404 Per Scope of Services $ 220.93 95 Per Svc Unit # 405 Per Scope of Services $ 296.41 96 Per Svc Unit # 406 Per Scope of Services $ 220.93 97 Per Svc Unit # 407 Per Scope of Services $ 1,473.55 98 Per Svc Unit # 408 Per Scope of Services $ 220.93 99 Per Svc Unit # 409 Per Scope of Services $ 598.33 100 Per Svc Unit # 4 1 8 Per Scope of Services $ 1,184.89 101 Per Svc Unit #419 Per Scope of Services $ 598.33 102 Per Svc Unit # 420 Per Scope of Services $ 749.29 103 Per Svc Unit # 421 Per Scope of Services $ 114.50 104 Per Svc Unit # 422 Per Scope of Services $ 1,473.55 105 Per Svc Unit # 423 Per Scope of Services $ 1,473.55 106 1 Per Svc lUnit # 447 Per Sco a of Services $ 114.50 107 1 COLLEYVILLE TOTAL ANNUAL SERVICES: $ 10,21.3.16 ATTACHMENT 2 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 3 of 4 City of Southlake Amendment 1 for RFS110613300CA110017, Annual Renewal effective 10/19/2012 B. Cost of Products and/or Services. cont'd ATTACHMENT 2 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 4 of 4 antity IDescription of Products /Services I Unit Price 148 ALL DEPARTMENTS ITEMS 109 GROUND LADDER TESTING ALL DEPARTMENTS 110 Per Ft Ground Ladder Testing Per Scope of Services $ 2.55 111 Testing Services Performed at 112 113 ANNUAL PUMP TESTING ALL DEPARTMENTS 114 Per Svc Annual Pump Testing Per Scope of Services $ 306.00 115 ANNUAL AERIAL TESTING ALL DEPARTMENTS 116 Per Svc Annual Aerial Testing Per Scope of Services $ 663.00 117 Testing Services Performed at 118 119 MISCELLANEOUS FEES ALL DEPARTMENTS 120 Per Svc Travel Fee. Please Indicate How and When Charged $ 121 122 PerHr Hourly Labor Rate for Shop Repairs $ 75.48 123 PerHr Hourly Labor Rate for Field Repairs $ 75.48 t24 PerHr Hourly Labor Rate for After Hours Field Repairs $ 113.22 125 Per Svc Apparatus / Vehicle Pick Up and Delivery Fee $ - 126 Per Svc Parts Discount Percentage from List Price: % 127 Bulk Parts cost + 11% 128 Parts under $500 cost + 41 % 129 Parts over $500 cost + 21 % ATTACHMENT 2 for AMENDMENT 1 to the FLEET SERVICES CONTRACT RFB1106B300CA11001 10/19/12 Page 4 of 4 City of Southlake Amendment 1 for RFB110613300CA110017, Annual Renewal effective 101191201: Attachment 3. U.S. Bureau of Labor Statist Economic News Release Table 2. Consumer Price Index for All Urban Consumers (CPI -U): U. S. city average, by detailed expenditure category Table 2. Consumer Price Index for All Urban Consumers (CPI -U): U.S. city average, by detailed expenditure category, July 2012 [1982 -64 =100, unless otherwise noted] Excerpt Relative July 2011 Expenditure category Importance to July June 2012 2012 All items less food and energy 75.787 2.1 Transportation commodities less motor fuel(9) Motor vehicle parts and equipment(1) 0.434 2.8 Motor oil coolant and fluids 1 3 5.4 Transportation services 5.772 Motor vehicle maintenance and servicing (1) 0.457 2.3 Footnotes (1) Not seasonally adjusted. (3) Special index based on a substantially smaller sample. (9) Indexes on a December 2009 =100 base. Last Modified Date: August 15, 2 012 ATTACHMENT 3 for AMENDMENT 1 to the FLEET SERVICES CONTRACT 131713110613300CA11001 10/19/12