MEETING DATE:
March 24, 2026
SUBJECT:
Title
RESOLUTION NO. 2026-9565 - APPROVING A MULTI-YEAR AGREEMENT WITH RENEWELL FLEET SERVICE, LLC FOR PROPRIETARY PIERCE FIRE APPARATUS PARTS, AND AUTHORIZING THE CITY MANAGER TO NEGOTIATE, FINALIZE, AND EXECUTE SAID AGREEMENT AND ALL RELATED DOCUMENTS
Body
Recommendation
Recommendation
ADOPT a resolution approving a multi-year agreement with ReNewell Fleet Service, LLC for the purchase and delivery of proprietary Pierce fire apparatus replacement parts in an amount not to exceed $1,500,000 over a five-year term and authorizing the City Manager or designee to negotiate, finalize, and execute the agreement and all related documents.
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Board or Commission Action
Not Applicable
Executive Summary
The San Marcos Fire Department relies on Pierce Manufacturing fire apparatus to support emergency response operations throughout the community. Maintaining these vehicles requires proprietary replacement parts designed specifically for Pierce apparatus systems to ensure continued operational reliability.
Approval of a multi-year agreement with ReNewell Fleet Service, LLC will allow Fleet Services to procure proprietary Pierce aftermarket parts over a five-year term in an amount not to exceed $1,500,000. This agreement will ensure the City can efficiently obtain genuine replacement parts necessary to maintain reliable emergency response vehicles and support continued public safety.
Discussion
The San Marcos Fire Department relies on Pierce Manufacturing fire apparatus to support emergency response operations including fire suppression, rescue services, and life safety incidents throughout the community. Fleet Services performs routine maintenance and repairs on these vehicles to ensure they remain fully operational and available for emergency response.
Many replacement components used in Pierce apparatus, including but not limited to, pump assemblies, electrical modules, body components, and integrated vehicle systems, are proprietary to Pierce Manufacturing and must be sourced through authorized Pierce distributors to ensure compatibility with manufacturer-designed systems and continued operational reliability.
Pierce Manufacturing maintains a regional dealer network and authorizes only one dealer per geographic service region to distribute genuine Pierce replacement parts and provide aftermarket support. For the region serving the City of San Marcos, ReNewell Fleet Service, LLC is the exclusive authorized Pierce dealer.
In accordance with San Marcos Municipal Code Section 2.30 (Purchasing), the City may procure equipment, materials, and services through a sole source purchase when the required goods are available from only one authorized provider. Because Pierce Manufacturing restricts the sale and distribution of proprietary parts to its authorized regional dealer, the City cannot obtain these components from other vendors or competitive suppliers. Accordingly, ReNewell Fleet Service, LLC is the sole source provider for genuine Pierce aftermarket parts required to maintain the City’s Pierce fire apparatus fleet.
This multi-year agreement establishes a five-year contract with ReNewell Fleet Service, LLC for the purchase and delivery of Pierce aftermarket parts. The agreement provides the City with a 10% reduction in pricing, resulting in cost savings to the City over the term of the agreement.
Approval of this agreement will allow Fleet Services to efficiently procure genuine Pierce replacement parts necessary to maintain emergency response vehicles and minimize downtime affecting fire apparatus availability.
Environmental Review
The activity performed under this action is not a “Project” as defined under Section 15378 of the CEQA Guidelines and is therefore not subject to environmental review.
Fiscal Impact
The proposed agreement authorizes expenditures not to exceed $1,500,000 over a five-year period for Pierce aftermarket parts. Funding for these purchases is available within the Fleet Maintenance operating budget in General Fund (Fund 100) and the Measure Q Fund (606) and will be used on an as-needed basis to support maintenance and repair of the City’s fire apparatus fleet. Future year expenditures will be budgeted in the Fleet Maintenance operating budgets, subject to council approval.
This action does not represent a new capital expenditure and does not commit the City to additional future costs beyond routine maintenance and operational expenses.
Attachment(s)
Resolution
Prepared by: Aaron Brothers, Fleet Supervisor
Submitted by: Aaron Brothers, Fleet Supervisor
Reviewed by: Tim Selke, Director of Public Works
Approved by: Michelle Bender, City Manager