Menlo Park Fire Protection District

 

Apparatus and Fleet Maintenance

 

Program Overview

The Apparatus and Fleet Maintenance program’s purpose is to ensure all emergency and non-emergency response vehicles are in the safest and most efficient working condition possible. This is accomplished through an aggressive preventative maintenance program and adherence to all applicable District policies and procedures, and local, state, and federal laws.

Management Oversight

The Apparatus and Fleet Maintenance program is directed by the Division Chief of Training with oversight authority delegated to the Battalion Chief and program coordinator. This program has a total of three full-time equivalent personnel. This program contains the payroll expenditures for the fleet supervisor and mechanic staff carrying out the goals and objectives of the program. In addition, expenses incurred in this program included purchases of fleet vehicles, apparatus outfitting equipment, maintenance and repair services, sanitation services, general contract services, fuel, and miscellaneous supplies as needed.

Goals and Objectives

  • Develop a strategic plan to identify and forecast the District’s future fire apparatus and vehicle requirements based on operational needs and budget considerations.

  • Conduct thorough research to identify and purchase the most suitable fire apparatus and vehicles for the District’s operations, ensuring they meet current and future needs.

  • Ensure all fire apparatus and vehicles are regularly maintained and repaired to remain in a constant state of readiness for emergency response.

  • Provide training for new personnel on vehicle and apparatus maintenance procedures and implement a new system to track and monitor repair work.

  • Reduce external repair expenses by performing more maintenance and repairs internally, leveraging available resources and expertise.

  • Accurately document and track all maintenance and repair activities for each apparatus and vehicle to ensure proper record-keeping and accountability.

FY 2024-25 Accomplishments

  • Placed two new Chevy Tahoe command vehicles and one new Utility 77 water rescue vehicle into active service.
  • Purchased and equipped a new forklift for the Rescue site to support operational logistics and equipment handling.
  • Surplussed and decommissioned outdated support vehicles to streamline fleet efficiency.
  • Completed aerial apparatus testing and performed necessary repairs to address identified failures.
  • Conducted major accident-related repairs on MNL-38 and MNL-25, successfully returning both units to service.
  • Continued routine annual servicing for all apparatus to maintain operational readiness.
  • Performed post-deployment safety inspections on fire engines following their return from assignments.
  • Reviewed and finalized specifications for a new airboat; currently awaiting delivery.

FY 2025-26 Program Initiatives

  • Ensure the fleet remains in safe, reliable, and mission-ready condition at all times through ongoing maintenance and inspections.
  • Relocate a portion of the maintenance shop operations to the SWAMP facility to support shop expansion and increased capacity.
  • Complete the 2025 SMOG certification in compliance with California Air Resources Board (CARB) regulations.
  • Acquire a Type 1 tactical water tender to enhance firefighting capabilities in rugged or remote areas.
  • Purchase a replacement vehicle for the second mechanic truck to support field repairs and fleet maintenance.
  • Identify, address, and resolve all outstanding vehicle recall issues to maintain safety and compliance.
  • Complete bodywork repairs on MNL-13 to restore vehicle condition and functionality.
  • Purchase a JALTEST diagnostic scanner to improve the efficiency and accuracy of fire engine diagnostics and repairs.

Full-Time Equivalent Personnel

Program Expenditure Summary

Expenditure Analysis

Retirement: This request includes the standard employer’s retirement contribution, the annual payment for the unfunded actuarial liability (UAL), UAL excess payments, and Medicare tax payments. A decrease of $49,496 is anticipated due to a reduction in the retirement budget, as the forecast now reflects a higher proportion of employees in the PEPRA group rather than the Classic group, resulting in lower overall retirement contributions.

 

Materials and supplies: This request includes funding for general supplies, apparatus equipment, gas/oil, travel, conference registration, and membership/license fees. An increase of $59,000 is anticipated, primarily due to projected rises in maintenance and repair costs, as well as the need for additional equipment and parts to service and maintain the existing apparatus engines. This increase reflects the growing demand for the upkeep of critical apparatus, ensuring all equipment remains in optimal working condition to support ongoing operations and meet safety standards.

 

Contract services: This request includes funding for repair and maintenance services, general equipment maintenance services, and general contract services. An increase of $50,000 is anticipated, primarily due to expected rate increases in the upcoming fiscal year. This rise in costs reflects higher service fees from contractors and vendors, as well as anticipated increases in the prices of parts and labor necessary for maintenance and repairs.

 

Fixed assets:  All fixed asset purchases will be accounted for in the Capital Improvement Projects Fund. The fixed asset expenditure request for the current year focuses on purchasing new vehicles as part of the established replacement policy. In addition, funds will be allocated for the purchase of essential equipment, including lights and radios, to ensure these new vehicles meet operational requirements and are fully functional for deployment and emergency response.