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Home My WebLink About4.24 HiTechPatrolVehicle CITY CLERK File # 540-80 & 350-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 18, 2002 SUBJECT: Request to Waive Competitive Bid Process and Authorize Staff to Purchase One (1) HI-TECH Type 4 Patrol Vehicle Report Prepared by: Sheldon Gilbert, Deputy Fire Chief And Joni Pattillo, Assistant City Manager ATTACHMENTS: Resolution Waiving the Competitive Bid Process RECOMMENDATION:/,'} 1 ~Ad°pt Resolution authorizing the issuance of a purchase order for . /~/~J one (1) HI-TECH Type 4 patrol Vehicle. FINANCIAL STATEMENT: The funds required for the proposed patrol vehicle and associated equipment have been advanced to the City by DR Acquisition, LLC as part of the development agreement. Adequate funding is included in the City's budget. DESCRIPTION: The purchase of a new Type 4 patrol vehicle is being initiated based on the scheduled opening of Fire Station 18 in July of 2003. Fire Station 18 will provide fire and primary emergency response for the eastern portion of Dublin including the Dublin Ranch area. This type of apparatus is an essential piece of equipment for providing fire protection and other emergency services within eastern Dublin. This unit is built on a heavy-duty pick up chassis, has four-wheel drive capabilities, and is primarily used to fight fires off-road. It can pump water while moving and is very useful in gaining access to areas that cannot be reached by a full-size engine such as golf course access. In addition to fighting fires, this unit is utilized on medical calls and other emergencies to' cross access bridges and roadways that cannot support or accommodate a full-size engine. 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), which 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." COPIES TO: _~/~ ITEM NO. Cg~Documents and Settings\jonipLMy Documents~Assistant City Manager\as-revised fire patrol vehicle.doc 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 patrol vehicle, there are a variety of qualitative factors to be considered and the best value is not necessarily achieved by purchasing the vehicle at the lowest price. Most recently the City Council, at the December 18, 2001, Council meeting gave authorization to Waive Competitive Bidding Requirements and purchase a Fire Patrol Vehicle from HI-TECH Emergency Vehicle Services, Inc. for Fire Station 16. The same critical elements that were presented to Council for the Previous purchase are pertinent as it relates to the purchase of this Fire Patrol Vehicle for Fire Station 18. The Alameda County Fire Department (ACFD) recommends HI-Tech Emergency Vehicles, Inc. of Oakdale, California as the sole source vendor for bUilding this apparatus. A number of other vendors have been used for similar types of apparatus but demonstrated substandard performance during buildup and poor service after delivery. Three vendors that built these types of apparatus in the past are now "out of business". The last vendor used was in breach of the contract and resulted in fines being levied against its company. The specifications for this piece of apparatus built by HI-Tech are the same as the last three (3) units purchased by the ACFD. This will minimize the need for additional training and contributes to consistency and competency in operating this type of apparatus. In addition, the consistent mounting of equipment and hose will reduce the cost and time needed to place the unit in service. HI-Tech has a long-established history in the manufacturing and repair of fire trucks. The four principal owners of Hi-Tech have over 125 years of combined experience in building and repairing fire trucks. Hi- Tech is a factory representative for LTI Trucks and is the brand of ladder truck used by the City of Dublin. HI-Tech has done the warranty work and factory-required service on all of ACFD's newer aerials. In addition, HI-Tech held a contract for aerial and apparatus repair with the City of Dublin prior to contracting for services with the Alameda County Fire Department. HI-Tech works for over 200 different fire departments. Locally they have provided over 35 new units to the City of San Jose and almost all-new apparatus to the San Ramon Valley Fire Protection District. HI- Tech is currently building units for Berkeley Lab, Monterey City and Stinson Beach. HI-Tech was the low bidder on these contracts. The following is the purchase price as presented in proposal by HI-TECH Emergency Vehicle Services, Inc. HI-TECH Type 4 Patrol Vehicle $107,413.00 Sales Tax 8.25% $ 8,861.57 Performance Bond $ 630.00 Total for Type 4 Patrol Vehicle $116,904. 5 7 Associated Equipment * $ 39,234.31 Sales Tax 8.25% $ 3;236.83 Total for Associated Equipment $ 42,471.14 Grand Total $159,375.71 * The associated equipment will be purchased by Alameda County Fire utilizing its purchasing agreement and the City will reimburse Alameda County Fire. ACFD has had repairs done in-house as well as at their facility, all with excellent results. HI-Tech has also done extensive work in modifying some of the Alameda County Fire Department's apparatus in order to meet new equipment requirements. 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) TYPE 4 PATROL VEHICLE FROM HI-TECH EMERGENCY VEHICLE SERVICE, 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 Type 4 Patrol Vehicle by a four-fifths (4/5) vote; and . WHEREAS, Staffrequested that the City Council authorize this purchase to this exemption; and WHEREAS, the City will realize savings associated with foregoing a formal bid process and delivery of the new apparatus in a timely manner; and WHEREAS, the City Council recognizes that the City will be utilizing the Pricing Schedule for the Type 4 Patrol Vehicle that HI-TECH Emergency Vehicle Service, Inc. afforded the Alameda County Fire Department; and 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) Type 4 Patrol Vehicle at a price not to exceed $116,904.57 from · HI-TECH Emergency Vehicle Services, Inc. based on specifications established by the Alameda County Fire Department. PASSED, APPROVED AND ADOPTED this 18th day of June, 2002. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk G:\CC-MTGS~2002-qtr2XJUNE\6-18-02Xreso-fire patrol vehicle.doc