TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Mario Rueda, Fire Chief
Jennifer McGee, Management Analyst
DATE: May 29, 2026
SUBJECT: APPROVAL OF MAINTENANCE SERVICES AGREEMENT
WITH FLEET SERVICES, INC.
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Fiscally Responsible and Transparent City Government
Safe Community
BACKGROUND
The San Marino Fire Department maintains a fleet of emergency response apparatus that requires regular preventative maintenance, inspections and repair. The fleet includes two (2) pumper trucks, two (2) rescue ambulances, two (2) battalion vehicles, two (2) command vehicles, and one (1) utility vehicle. Due to the specialized certifications and equipment required, maintenance of the pumper trucks and rescue ambulances exceeds the capabilities of City shop personnel. The San Marino Fire Department is requesting approval to award a Maintenance Services Agreement to Fleet Services, Inc. for fire apparatus maintenance and repair services.
DISCUSSION
On December 23, 2025, the San Marino Fire Department issued a request for proposals (RFP) for Fire Apparatus Maintenance and Repair Services through the City’s OpenGov portal. The RFP remained open for thirty-one (31) days and closed on January 23, 2026. A total of 1,579 vendors were notified of the RFP.
Tony Chou, Mayor
Calvin Lo, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Gretchen Shepherd Romey, Council Member
The sole responsive proposal was submitted by Platinum Fleet & Fire Services (PFFS), which met all RFP requirements. Notably, PFFS’s Lead Fire Apparatus Technician, Robert Garcia, previously served in the same role with the department’s former contractor, SVT Fleet Solutions, and has extensive experience maintaining the San Marino Fire Department’s fleet. The Department evaluated and scored the proposal and determined that PFFS exceeded all established criteria, with labor rates comparable to those of neighboring agencies.
Prior to execution of an agreement, PFFS was dissolved. Mr. Garcia has since accepted a position with Fleet Services, Inc., a family-owned, California-based fleet maintenance company with sixty (60) years of experience and four (4) Southern California locations. While Fleet Services, Inc. has not previously specialized in fire apparatus maintenance services, Mr. Garcia was hired to develop and lead this service line.
Fleet Services, Inc. has agreed to meet all requirements outlined in the original RFP and to honor the same rates proposed by PFFS. In addition to its extensive fleet maintenance background, the company offers Mr. Garcia’s thirty (30) years of experience in fire apparatus maintenance, his previous experience maintaining and inspecting San Marino Fire Department apparatus, and strong references including the Burbank and Palm Springs Fire Departments.
Based on the vendor’s qualifications and the absence of additional submissions, the Fire Department requests approval to award a Maintenance Services Agreement to Fleet Services, Inc. in an amount not to exceed $200,000 for a three (3) year term.
FISCAL IMPACT & PROCUREMENT REVIEW
The Maintenance Services Agreement between the City of San Marino and Fleet Services, Inc. is for an initial three (3) year term with the option to extend the agreement for up to two (2) additional one (1) year agreements based on satisfactory performance. The Fire Department budgets funds for vehicle maintenance annually in the Vehicle Maintenance Account (Account #103-34-4508-0000), and sufficient funds for these services are included each fiscal year as part of the Department’s proposed operating budget. For Fiscal Year 2026-27, the Department estimates expenditures for vehicle maintenance services will total approximately $44,500.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council award a Maintenance Services Agreement with Fleet Services, Inc. to provide vehicle maintenance services for a three (3) year term in an amount not to exceed $200,000. Further, staff recommends the Council delegate the City Manager the authority to award two (2) optional one-year Maintenance Services Agreements subject to satisfactory performance and Council authorization of the annual budget. If Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to 1) award a Maintenance Services Agreement with Fleet Services, Inc to provide vehicle maintenance services for a three (3) year term in an amount not to exceed $200,000 and 2) delegate the City Manager the authority to award two (2) optional one-year Maintenance Service Agreements subject to satisfactory performance and Council authorization of the annual budget.”
ATTACHMENTS
1. Agreement with Fleet Services, Inc. for Vehicle Maintenance Services
2. Fleet Services, Inc. Proposal