COMMISSION 
AGENDA MEMORANDUM                        Item No.          8e 
ACTION ITEM                            Date of Meeting     February 23, 2021 
DATE:     December 1, 2020 
TO:        Steve Metruck, Executive Director 
FROM:    Randy Krause, Fire Chief 
Todd Starkey, Assistant Fire Chief 
SUBJECT:  Update/Modify Fire Department Vehicle Maintenance Interlocal Agreement 
Amount of this request:                    None
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute amendments to, option 
years for, the Interlocal Agreement (Agreement) with Puget Sound Regional Fire Authority 
(PSRFA), for maintenance services for Fire Department Fleet of vehicles. 
EXECUTIVE SUMMARY 
Fire  Department  emergency  response  vehicles  include  very  complex  and  sophisticated
technology. The regular maintenance of these essential vehicles requires special certification and
detailed knowledge of their regular use and capabilities. Service is performed on various vehicles
on a constant rotational basis. 
There is an immediate need to amend and extend this Agreement allowing us to continue
maintenance and readiness of our fleet. The Agreement changes are necessary to: 
1.   Adjust the Base Rate for hourly work and emergency work based on the increased cost
of labor and update the CPI-W to Seattle/Tacoma/Bellevue. 
2.  Adjust the estimated annual spend due to the addition of seven vehicles not identified in
the initial agreement in Exhibit A dated February 2016. 
In addition to our immediate need to amend and extend, we would like authorization for the
Executive Director to execute further option years. 
JUSTIFICATION 
The objective of this request is to allow the Fire Department to continue to work with Puget
Sound Regional Fire Authority through an extension of the Interlocal Agreement in support of
maintaining the fire department fleet of vehicles.


Template revised September 22, 2016.

COMMISSION AGENDA  Action Item No. 8e                                  Page 2 of 3 
Meeting Date: February 23, 2021 
DETAILS 
Adjust the current Base Rate to $128.43 per hour with emergency repairs accomplished
at the Base Rate plus one-half. 
Adjust the CPI-W to Seattle/Tacoma/Bellevue.
Adjust the estimated annual spend to $600,000. 
Authorize Executive Director to execute the remaining five years or until the $3,000,000
authorization is exhausted, whichever comes first. 
Port staff will do an in-depth analysis of the current agreement, services required to
maintain the FD fleet, and options for maintaining this service. 
Schedule 
Fifth Amendment to be executed in December of 2020 and effective January 1, 2021. 
Activity 
Contract Duration                               2021 - 2030 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Three different variations of the new service contract are proposed below. 
Alternative 1)  Return to status Quo. Prior to the Interlocal Agreement the Fire Department
had a firefighter performing mechanic duties.  This position was not certified nor qualified to
perform this work.  This model was not very effective and left our inventory of vehicles in
substandard condition.
Pro: Might be less expensive. 
Con: Increasing risk of not being able to meet FAA requirements due to vehicle down
time. Additional risks include not being able to effectively meet our FAA required
discharge requirements causing us to be out of compliance.
This is NOT the recommended alternative. 
Alternative 2)  Hire two certified Fire Department Mechanics.
Pros: This option would allow us to bring this work back in-house. We could work with
Labor Relations and negotiate terms of two new mechanics either to fall under the Fire
Department or possibly Aviation Maintenance.
Cons:  With new represented employees we  would have to negotiate terms and
conditions with labor. 
This is NOT the recommended alternative. 

Template revised September 22, 2016.

COMMISSION AGENDA  Action Item No. 8e                                  Page 3 of 3 
Meeting Date: February 23, 2021 

Alternative 3)  Renew the Interlocal Agreement with the new cost forecast. 
Pro:  Provides for two mechanics to provide daily care and maintenance for the Fire
Department Fleet.  Significantly reduces risk to fire department operations. Labor and
Management are confident and pleased in the ability and services provided. 
Cons: The current mechanics could be reassigned and not available to service our fleet.
However, if this happens, new mechanics would be assigned this work.
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Actuals:       Allowance:       Under: 
2016      59,089       300,000 
2017      128,542      300,000 
2018      152,520      300,000 
2019      129,782      300,000 
2020*    570,000      300,000 
1,039,933     1,500,000       460,067 
The above table shows the costs associated with the contract to date including the overages for
2020. This information shows that even with the increases in 2020, the overall contract is running
under costs to date.
Annual Budget Status and Source of Funds 
Contract payments are included in the Fire Department Expense budget. The funding source is
the Airport Development Fund. Funding for future years will be included in future Fire
Department annual expense budgets as a specific line item. 
Future Revenues and Expenses (Total cost of ownership) 
N/A 
ATTACHMENTS TO THIS REQUEST 
1.  Amendment to Interlocal Agreement 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
Interlocal Agreement was approved on January 12, 2016. 

Template revised September 22, 2016.