Title
Consider and take action on a resolution authorizing: 1) a three-year service agreement with Metro Fire Apparatus Specialists, Inc. in an amount not to exceed $886,491 for Fire Apparatus Preventive Maintenance and Repairs and 2) a three-year service agreement with Gass Automotive, Inc. for Fire Apparatus Preventive Maintenance and Repairs in an amount not to exceed $228,190 (Director of Public Works)
Background:
Approval of this item will authorize a three-year service agreement with Metro Fire Apparatus Specialists, Inc. in an amount not to exceed $886,491 and Gass Automotive, Inc. in an amount not to exceed $228,190 for Fire Apparatus Preventive Maintenance and Repairs from October 1, 2026 through September 30, 2029, with the option to renew for two one-year renewals, or any combination thereof not to exceed 5 total years.
On July 23, 2026, the City released RFP 26-045 Fire Apparatus Preventive Maintenance and Repair for this item. Two proposals were received on August 24, 2026, from Metro Fire Apparatus Specialists, Inc. and Gass Automotive, Inc.
Metro Fire Apparatus Specialists, Inc.
Three-Year Annual Average: $256,954 x 3 years = $770,862
Unforeseen Incidentals (15%): $38,543 x 3 years = $115,629
Three-Year Not-to-Exceed Contract Total - $886,491 ($295,497 annually)
Gass Automotive, Inc.
Three-Year Annual Average: $66,142 x 3 years = $198,426
Unforeseen Incidentals (15%): $9,921 x 3 years = $29,764
Three-Year Not-to-Exceed Contract Total - $228,190 ($76,063 annually)
The agreements provide comprehensive preventive maintenance, diagnostic services, repairs, parts procurement, and related services for the City’s fire apparatus fleet, including fire engines, ladder trucks, and other emergency response vehicles. Each vendor is required to have qualified technicians certified to perform Spartan chassis maintenance and repairs and Cummins engine diagnostics and repairs. Vendors must also have the capability to perform OEM-authorized warranty work, where applicable.
Quantities in the bid specifications are estimates only and not intended to reflect actual budget expenditures. The proposed not-to-exceed amount for each vendor is based on the three-year average of actual expenditures, with an additional 15 percent included for unforeseen incidentals and parts inflation.
Staff recommends awarding service agreements under RFP #26-045, Fire Apparatus Preventive Maintenance and Repairs, to Metro Fire Apparatus Specialists, Inc. and Gass Automotive, Inc. The recommendation to award to both vendors is based on comparable pricing and the operational flexibility provided by having multiple vendors available to meet workload and service demands.
Attachments:
1. Proposed Resolution
2. Exhibit A - Standard Agreement with Metro Fire Apparatus Specialists, Inc.
3. Exhibit A - Standard Agreement with Gass Automotive, Inc.
4. Award Recommendation
5. Bid Tabulation
6. Bid Summary
7. Three-Year Historical Expenditures - Metro Fire Apparatus Specialists, Inc.
8. Three-Year Historical Expenditures - Gass Automotive, Inc.
9. Vendor Report Cards
FUNDING:
{X} Funds are available in FY2027 from Motor Pool Fund. Funding in FY2027 totaling $371,561 is available from Account# 40103600-52300 Vehicle Repair & Maintenance. The remaining $743,120 will be funded in FY2028 and FY2029 upon council’s approval of budget.
STRATEGIC PLANNING:
{X} Addresses Strategic Planning Critical Success Factor #3 - Safe and Desirable Community