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Home My WebLink About4.23 BuyCombPumperEngine CITY CLERK File #540-80 & 350-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 18,2002 SUBJECT: Request for Waiver of COmpetitive Bid Process and Authorize Staff to Purchase One (1) Pierce Quantum Triple Combination Pumper Type 1 Engine from Golden State Fire Apparatus, Inc. Report Prepared by Sheldon Gilbert, Deputy Fire Chief and Joni Pattillo, Assistant City Manager ATTACHMENT: Resolution Waiving the Competitive Bid Process RECOMMENDATION: ~~dopt resolution authorizing purchase of One (1) Fire Engine. FINANCIAL STATEMENT: The funds required for the proposed fire engine and associated equipment have been advanced to the City by DR Acquisitions, LLC as part of the established development agreement. Adequate funding is included in the City's budget. DESCRIPTION: The City of Dublin is currently scheduled to open Fire Station 18 in July of 2003. Station 18 is a new station that will be located at the intersection of Fallon and Bent Tree Drive. This station will provide primary emergency response for eastern Dublin including the Dublin Ranch develoPment. In April of 1999, the City Council approved the City of Dublin Emergency Fire/Medical Response Plan for service. This plan established the location of Station 18 as well as the need to provide 1-Type one engine and 1-Type four (patrol vehicle) to operate from the station. The timing for the construction and staffing of Fire Station 18 has been coordinated with the development of eastern Dublin as well as the emergency response needs within the City. Staffing of this proposed engine would ensure that the established coverage and response time standards approved by the City would continue to be met. Dublin currently owns a complement of apparatus, which operates out of two stations. To better understand the equipment needs, the following is an overview of the current complement of apparatus. Station 16 - Donohue Station 15 - Santa Rita 1 -Type 1 Engine 1 ' Type 1 Engine 1 - Type 4 Patrol Vehicle 1 - Type 3 Engine 1 -Type 1 Truck 1 -Type 1 Reserve Engine COPIES TO: ~ ITEM NO. H/cc-forms/agdast mt. doc The proposed engine will be the primary response vehicle from Station 18. Request for Waiver of Competitive Bid: In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the competitive bid process. However, on November 4, 1997, the City Council adopted Ordinance 21-97, which has been incorporated into the Dublin Municipal Code §2.36.050(a)(11), and provides: "The competitive bid process shall not apply when the City Council specifically waives the competitive bid process and authorizes Staff to negotiate the purchase of vehicles by a four-fifths (4/5) vote." This exemption to the competitive bid process was adopted in recognition of the fact that certain purchases are better accomplished by negotiation rather than sealed bid. In the case of the purchase of a fire engine the timeline for the development of a Request for Proposal (RFP) to the actual delivery and outfitting of a fire engine is estimated to take 15 to 16 months based on the information supplied by the Alameda CoUnty Fire Department. This timeline is not acceptable if Fire Station 18 is to open by July 2003. The City has an opportunity to purchase the proposed engine at considerable savings by taking advantage of Alameda County Fire Department Pricing plus the prepayment discount. Golden State Fire Apparatus, Inc. has agreed to extend the purchase price they afforded Alameda County Fire Department to the City of Dublin and will be able to meet the timing demands associated with Fire Station 18. The County and the City of San Leandro have purchased 4 of these engines and established pricing that is significantly lower than the City would realize if it went out to bid on the same engine. In addition, using the same specifications as the County and City of San Leandro will provide for standardization of emergency equipment and provide operational consistency for the personnel operating and servicing the apparatus. The following is the purchase price as presented in the proposal by Golden State Fire Apparatus, Inc. that was presented to the ACFD: Description Pricing Schedule Pricing Schedule which Savings includes the prepayment discount of 6% One (1) Pierce Quantum Triple $357,217 $357,217 -0- Combination PumPer Type 1 Engine 100% Pre-Payment Discount N/A ($19,830) $19,830 Adjusted Contract Amount' N/A $337,387.00 8.25% State of California sales tax $29,470.40 $27,834.42 $1,635.98 Total Purchase Price for (1) Type 1 $386,687.40 $365,221.42 $21,465.98 Engine Associated Engine Equipment * $134,432.76 $134,432.76 8.25 % State of California sales tax $11,090.70 $11,090.70 Total Purchase Price for $145,523.46 $145,523.46 -0- Associated Engine Equipment Grand Total $532,210.86 $510,744.88 $21,465.98 · The associated equipment will be purchased by Alameda County Fire utilizing its purchasing agreement and the City will reimburse Alameda County Fire as it has been done in previous transactions. This type and model of fire engine was purchased in 1997 by the City of Dublin and is currently in service at Fire Station 16 (Donohue Dr/ve). The Pierce Quantum engine has proven to be a dependable and well functioning piece of equipment for the City. Since the purchase of this apparatus, there have been no major mechanical breakdowns, and the engine has provided excellent performance, compartmentation and maneuverabilitY. This apparatus continues to perform well and is meeting the emergency response needs of the City. Recommendation: Staff recommends that the City Council adopt the attached Resolution and authorize a wavier of the Competitive bidding requirements as presented in this report and in accordance with the Dublin Municipal Code. As provided for in the Municipal Code, the waiver of a formal sealed bid for the purchase of a vehicle requires a four-fifths (4/5) approval by the City Council to allow for the negotiation of the purchase by Staff. The cost to be negotiated will be in accordance with the information provided in this report. RESOLUTION NO. - 02 A RESOLUTION OF THE CITY COUNCIL ' OF THE CITY OF DUBLIN AUTHORIZING WAIVER OF COMPETITIVE BID AND AUTHORIZING STAFF TO PURCHASE ONE (1) PIERCE QUANTUM TRIPLE COMBINATION PUMPER TYPE ENGINE FROM GOLDEN STATE FIRE APPARATUS, INC. WHEREAS, §2.36.050(a)(11) of the Dublin Municipal Code provides that the competitive bid process shall not apply when the City Council specifically waives the competitive bid process and authorizes Staff to purchase the Fire Engine by a four-fifths (4/5) vote; and WHEREAS, Staffrequested that the City Council authorize this purchase to this exemption; and WHEREAS, in order to have the Fire Engine in place when Fire Station 18 is scheduled to open in July 2003 the City Council recognizes that the City will be utilizing the Pricing Schedule for the Pierce Quantum Triple Combination Pumper Type 1 Engine that Golden State Fire Apparatus afforded the Alameda County Fire Department to save time and realize savings; and WHEREAS, the ordering deadline for obtaining the equipment is July 15, 2002 in order to receive the pricing schedule and the prepayment discount on the Pierce Quantum Triple Combination Pumper Type 1 Engine. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does specifically waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a)(11) and authorizes Staff to purchase one (1) Pierce Quantum Triple Combination Pumper Type 1 at a price not to exceed $365,221.42. PASSED, APPROVED AND ADOPTED this 18th day of June, 2002. AYE S: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk G:lCC-MrGS,2OO2-qtr2~lUNE~6-18-O2,reso-fire engine, doc ~/,, ~ ~ ~f ~/