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HomeMy WebLinkAboutItem 8.2 FireEngPurchWaiveBidReq . , CITY CLERK File # Ol3J(5j[Q]-[g]5J . AGENDA STATEMENT CITY COUNCIL MEETING DATE: (November 4, 1997) SUBJECT: Authorization To Waive Competitive Bidding Requirements And Purchase A Fire Engine From Pierce Manufacturing ~repared By: Paul S. Rankin, Assistant City Manager) EXIllBITSATTACHED: 1. Excerpt From Adopted 1997/98 Update to the City of Dublin Capital Improvement Program. Current Fire Apparatus Inventory With Projected Life Cycles Resolution 2. 3. RECOMMENDATION: ~/'\Jy Adopt the Resolution and direct Staff to proceed with the purchase. FINANCIAL STATEMENT: Adequate funds are included in the adopted FY 1997/98 Budget. DESCRIPTION: As of July 1, 1997 the City of Dublin acquired the responsibility for the procurement of Fire Apparatus, utilized by Alameda County Fire Department(ACFD) under contract with the City. The adopted City of Dublin Capital Improvement Program and Fiscal Year 1997/98 Budget included an appropriation of $385,000 for the purchase of Fire Apparatus. This included approximately $350,000 for the vehicle and an additional $35,000 appropriated for emergency equipment required to make the Truck fully functional. . The Fire Service classifies the various types of equipment and vehicles utilized based upon certain criteria. For example, a Fire En~ine has limited ladder capabilities, while a Fire Truck has an aerial / snorkel device. There are also different ratings for each type of Truck and Engine. After assuming responsibility for Fire Services, ACFD Staff evaluated the needs of the City of Dublin for Fire Apparatus within the context of the larger Alameda County Fire Department. The evaluation focused on opportunities to achieve adequate equipment coverage in a cost effective manner. The Alameda County Fire Chiefhas recommended that the City proceed with the purchase of a Fire Engine, which will not have some of the Fire Truck capabilities originally programmed on the equipment described in the Capital Improvement Program. The cost of purchasing a Fire Engine is less than the cost of a Fire Truck. This will allow the City to move a 1984 Fire Engine to Reserve status. Ideally it is important to have a Reserve Apparatus which is of the same classification as a front-line piece of equipment. (i.e. a reserve truck and a reserve engine) The reserve apparatus can be moved between stations when the front-line equipment is out of service. The current life cycle used for Fire Apparatus is 15 years of Front-Line status and 5 years of Reserve status. The current inventory acquired from the dissolution of the Dougherty Regional Fire Authority (DRF A) does not provide the City of Dublin with a reserve apparatus classified and fully meeting the requirements of a Type 1 Engine.(See Exhibit 2) Due to the pending dissolution DRF A elected to forego a planned purchase in the final year of operation. . ------------------------------------------------------------------- COPIES TO: ITEMNO.~ H/cc-forms/agdastmt.doc In tht future, the City will need to consider how to optimize the provision of a Reserve Fire TruclC. Till::. purchase of a new Fire Engine will not have the aerial ladder capabilities to meet the requirements as a Reserve Truck. The current Reserve Truck is scheduled to become surplus in 2001, when the current front-line Fire Truck will have been in service for only six years. Staff believes that in the upcomirtg years, that the larger resources of the Alameda County Fire Department may present opportunities to . cooperatively address Reserve Equipment needs. For this reason the procurement at this time of a Fire Engine instead of an apparatus with an aerial component is deemed by City Staff to be a sound decision. Proposed Purchase Alameda County and the City of San Leandro have purchased a total of 4 of the Quantum Fire Engines manufactured by Pierce. The Alameda County Fire Chief has noted that a purchase by the City of Dublin at this time, would provide standardization for maintenance and consistency for personnel operating the apparatus. The County Fire Department Staffhave been in communication with the manufacturer on the City's behalf The manufacturer currently has a production slot available and has designated a delivery date within 135 days of placing the order. This would allow the City to take possession of the vehicle in early 1998. It would then be necessary to outfit the vehicle with the necessary equipment. The manufacturer has offered pricing to the City of Dublin which is consistent with costs paid by the County and the City of San Leandro. Staffhas also reviewed this pricing with a competitive bid awarded to Pierce by the City of Oakland in December of 1996. The City of Oakland was ordering a total of 7 vehicles and the price offered to by Pierce to the City of Dublin for one Engine is comparable. The following is the projected cost as presented by Pierce: TOTAL BASE VEIDCLE $ 267,131.00 22.038.31 $ 289,169.31 . Base Cost Triple Combination Pumper Sales Tax ESTIMATED EQUIPMENT/OUTFITTING TOTAL COST $ 35.000.00 $ 324,161.31 The amount appropriated in the Budget was $385,000. The Alameda County Fire Department will be coordinating the procurement of the necessary equipment following delivery of the apparatus. At this time the City Council is only being requested to approve the purchase of the Base Vehicle. Based upon the Alameda County Fire Department specifications the apparatus is scheduled to be painted red by the manufacturer. Although the current City owned Fire Apparatus are a yellow-green color there is an opportunity to change this standard with the City's first direct purchase of fire apparatus. ACFD advises that studies have shown that the use of alternative colors does not result in increased visibility. Further, the trend among fire departments has been to standardize with red vehicles. Unless directed otherwise the purchase will be made based upon the color stated in the Alameda County standard specification. Recommendation In order to take advantage of the pricing presented the City of Dublin order must be confirmed by November 5, 1997. If the City were to work with ACFD through their specification committee and solicit competitive bids, it is projected by ACFD Staff to take at least an additional 12 months before the delivery of a new fire engine. Staff recommends that the City Council adopt the attached resolution and authorize. a waiver of the Competitive Bidding requirements as presented in this report, and under the newly adopted amendment to the City purchasing ordinance. . . . 1996-2001 CAPITAL IMPROVEMENT PROGRAM ,. PROJECT NUMBER PROJECT DESCRIPTION ACTIVITY New Fire Apparatus GENERAL DESCRIPTION - LOCATION Prior to July 1. 1997 Fire Protection services were provided to the City of Dublin by the Dougherty Regional Fire Authority (DRFA). This entity was a Joint Powers Authority serving the City of Dublin and a portion of the City of San Ramon. All of the Fire Apparatus was owned by DRFA and that entity scheduled the replacement. Beginning July 1, 1997 the City assumed ownership of various pieces of Fire Apparatus. This project will provide for replacement of the Fire Apparatus. COMMENTS Effective July 1, 1997, Alameda County will begin providing Fire Protection services to the City of Dublin, pursuant to. a multi-year agreement. The City will retain ownership of the fleet assigned to Dublin stations. Typically the City would establish an Equipment Replacement Plan to accumulate the funds over a period of years. Due to the fact that Fiscal Year 1997.98 wilt be a transitional year, it is expected that future updates to the CIP will more clearly assess the timing and need for fire equipment. In addition the City Council has identified as a 1997 goal, the need to develop an Equipment Replacement Plan. which will provide for an Internal Service Fund, to finance major equipment replacement. This system is already used for City owned computers, vehicles, and copiers. The Fire Service attempts to balance the age of its equipment to maintain adequate front line equipment along with an operating back-up reserve Fire Engine. The typical life cycle has major apparatus in front line service for 15 years and 5 years as a reserve unit. The actual life may differ depending on the type of equipment and its operation. P,!!ssenger vehicles used by Inspection and Supervisory Staff typically have a Iifecycle of 7 years or 70,000 miles. This project provides for the purchase of a new Fire Truck which will need to be ordered in Fiscal Year 1997-98. In order to provide flexibility in the capabilities of the fleet, it is proposed to purchase a Truck outfitted with a pump and a rear mount 55' ladder, which could also provide protection at those times when the 1995 Ladder Truck is unavailable due to servicing. It is estimated that. the cost would be approximately $350,000 plus approximately $35,000 of emergency equipment to make the Truck fully functional. In Fiscal Year 1999-2000 it is proposed to replace a 1992 Crown Victoria, which is used by the Battalion Chief overseeing Fire prevention activities. ESTIMATED COSTS FINANCINGlYEARS SCHEDULE Fund Prior Years 1996-97 1997-98 1998-99 1999-2000 2000-01 Totals Machinery/Equipment $ 408,000 001 $ 385,000 $ 23,000 $ 408,000 . TOTAL - .$ -'08,000 EXHIBIT 1 $ 23,000 $ 408,000 tr1 ~ ~ eo ~ ~ N Life Cycle of Fire Apparatus CITY OF DUBLIN Current Fire Apparatus Inventory - October 29, 1997 Assumes Total Lifecycle of 15 Year Front Line Service and 5 Years Reserve Status Projected Current 1997 Year Front Line Projected Reserve Status TYPE Station Purchased Thru From To Fire Engine(84V/ #160) Front Line 1 Donohue 1984 1999 1999 2004 Fire Truck-Aerial Ladder(94H2 #209) Front Line 1 Donohue 1995 2010 2010 2015 Patrol Engine Front Line 4 Donohue 1986 2001 2001 2006 Fire Truck (81 v #208)* Reserve * Donohue 1981 1996 1996 2001 Fire Engine (91p #161) Front Line 1 Santa Rita 1991 2006 2006 2011 Patrol Engine (95p #162) Front Line 3 Santa Rita 1996 2011 2011 2016 · Truck does not currently meet rating criteria due lack of appropriate ground ladders . pa. . . . . . RESOLUTION NO. - 97 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ********* AUTHORIZING A WAIVER OF THE COMPETITIVE BID REQUIREMENT FOR THE PURCHASE OF FIRE APPARATUS EQUIPMENT WHEREAS, the City of Dublin has adopted a Purchasing System which is intended to establish efficient procedures for the purchase of equipment and other materials; and WHEREAS, the City Purchasing system also is to serve as a means to secure equipment for the City at the least possible cost commensurate with the level of quality required; and WHEREAS, subject to City Council approval, exceptions to the competitive bid process are authorized in the event that an item has been previously bid by another public agency; and WHEREAS, the City of Oakland has conducted a competitive bid process to select a manufacturer of a Triple Combination Pumper Fire Engine; and WHEREAS, the City of Oakland in December of 1996 selected Pierce Manufacturing, Inc. to deliver 7 Pierce "Quantum" Fire Engines; and WHEREAS, Pierce Manufacturing has offered to extend the order to allow the City of Dublin to purchase one Quantum Fire Engine, pursuant to the bid conducted by the City of Oakland and as modified by the Alameda County Fire Department standard specifications; and WHEREAS, the City will realize savings associated with foregoing a formal bid process; and WHEREAS, Alameda County Fire Department as well as the City of San Leandro, have both purchased Pierce Engines and there are potential benefits from maintaining and utilizing similar equipment; and WHEREAS, due to a current production slot vacancy Pierce can commit to delivery within 135 days of the order, making the emergency equipment available for service to the community earlier than would be otherwise possible. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin pursuant to Section 2.36.050 of the Municipal Code (as amended); hereby waives the requirement for a competitive bid and authorizes the purchase of a Triple Combination Pumper Fire. Engine from Pierce Manufacturing, pursuant to negotiation and based upon a bid awarded by the City of Oakland and the Alameda County Fire Department Standard Specifications (Base price including sales tax is $289,169.31). BE IT FURTHER RESOLVED, that City Staff are hereby authorized to execute any necessary agreements, purchase orders, or other documents required to arrange for the purchase and delivery of the Fire Engine. PASSED, APPROVED AND ADOPTED this 4th day of November, 1997. AYES: NOES: ABSENT: ABSTAIN: A TrEST: Mayor City Clerk EXHIBIT 3