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Home My WebLink About4.4 Purchase Fire Apparatus~~~~ Off' nU~~~ /ii ~ 111 L~~ - ~ ~~~ DATE: TO: FROM: STAFF REPORT CITY COUNCIL CITY CLERK File #350-20 December 20, 2011 Honorable Mayor and City Councilmembers ~~ Joni Pattillo, City Manager ° ~' SUBJECT: Request for Waiver of Competitive Bid Process and Authorization to Purchase Fire Apparatus through purchasing contract with Alameda County Fire Department Prepared by Amy Cunningham, Budget Manager/Assistant to the City Manager EXECUTIVE SUMMARY: In order to ensure reliability, the City of Dublin and the Alameda County Fire Department routinely review fleet vehicles for potential replacement. During the current year, one wildland Type 3 fire apparatus has been scheduled for replacement based upon general vehicle condition and history of maintenance and repair expenses. FINANCIAL IMPACT: Adequate funding exists in the adopted Fiscal Year 2011-2012 Budget Internal Service Fund (Vehicle Replacement Fund) for the purchase of the replacement apparatus. RECOMMENDATION: Staff recommends that the City Council adopt the resolution "Authorizing Staff to Purchase One Wildland Type 3 Fire Apparatus Vehicle through purchasing contract with Alameda County Fire Department". The City Purchasing Ordinance provides the City Council with authority to waive the competitive bid process by afour-fifths [4/5] vote specifically for the purchase of vehicles. i ~ ` ~i~/ ~ /~lt~! Yl~'i~ ~~i~ ~ . (/ Submitted By Budget Manager/ Assistant to the City Manager DESCRIPTION: r'' " Reviewed By Assistant City Manager The City of Dublin owns the front-line fire equipment stationed in the City of Dublin. As part of the Fire Services contract, the Alameda County Fire Department (ACED) maintains the City owned fleet of emergency and fire fighting vehicles. ACED routinely reviews the status of these vehicles in order to assure continued reliability and to minimize repair expenses. Based upon Page 1 of 2 ITEM NO. 4.4 the general condition and age of the apparatus, one Dublin unit, a 1996 wildland Type 3 fire apparatus, has been identified for replacement in the current fiscal year. This type of fire vehicle is not readily available, and instead is built to strict specifications in accordance with legal requirements and current industry standards. Alameda County General Services Agency worked with Alameda County Fire Department to develop specific apparatus specifications and the County released a formal Request for Quotation (RFQ) in May 2011. In October 2011, the Alameda County Board of Supervisors awarded a purchasing contract to Pierce Manufacturing Inc. of Appleton, Wisconsin. The contract also allows for other agencies to place orders for vehicles meeting the outlined specifications and take advantage of a multi- unit order discount. Staff recommends that the one Dublin unit requiring replacement be purchased through the recently awarded Alameda County contract with Pierce Manufacturing Inc. This action allows the City to take advantage of the multi-unit discount and assures that the unit is built to the same specifications as the other apparatus in the ACFD fleet. The City Municipal Code establishes the procedures for making purchases and requires that major purchases for items in excess of $20,000 be awarded by the City Council. The award is to be made based on competitive bid unless one of the allowed exceptions is used. The Municipal Code contains a specific exception to the formal bid process when the purchase is for vehicles. The exception is shown below: Dublin Municipal Code Section 2.36.050(A)(11): "When City Council specifically waives the competitive bid process and authorizes Staff to negotiate the purchase of vehicles by afour-fifths (4/5) vote." Through the County's recently completed competitive bid process, Pierce Manufacturing, Inc. quoted the cost of an apparatus meeting the outlined specifications as: $301,484.96 (including all applicable taxes and fees). The existing vehicle will be assigned to reserve status and will remain available for ACFD use on an as needed basis. The attached Resolution authorizes the purchase of the apparatus through Alameda County Fire Department's purchasing contract. As noted above, the City's purchasing regulations require City Council approval of this process by afour-fifths vote. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Authorizing Staff to Purchase One Wildland Type 3 Fire Apparatus Vehicle through purchasing contract with Alameda County Fire Department 2. Fire Apparatus Purchase -Board of Supervisors Approval Page 2 of 2 RESOLUTION NO. xx - 11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AUTHORIZING STAFF TO PURCHASE ONE WILDLAND TYPE 3 FIRE APPARATUS VEHICLE THROUGH PURCHASING CONTRACT WITH ALAMEDA COUNTY FIRE DEPARTMENT WHEREAS, the City requires the purchase of vehicles for fire services operations; and WHEREAS, the City follows a process of periodically replacing vehicles based upon the age and condition of the vehicles; and WHEREAS, in the Fiscal Year 2011-2012 Internal Service Fund Budget funding was included for the replacement of one fire apparatus; and WHEREAS, Section 2.36.050(A)(11) of the Dublin Municipal Code allows for exceptions to the typical process when the City Council specifically waives the competitive bid process and authorizes staff to negotiate the purchase of vehicles by afour-fifths vote; and WHEREAS, the City Council finds that significant benefits are possible by authorizing Staff to purchase the needed fire apparatus through the recently awarded contract with Alameda County Fire Department, including cost savings; and WHEREAS, the City Council authorizes the purchase of one Wildland Type 3 Fire Apparatus Vehicle through the contract with Alameda County Fire Department with Pierce Manufacturing Inc., as provided for under Chapter 2.36 of the Dublin Municipal Code. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager to purchase one fire apparatus vehicle through the contract with Alameda County Fire Department with Pierce Manufacturing Inc. (Master Contract No. 900836). PASSED, APPROVED AND ADOPTED this 20th day of December 2011, by the following vote AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 1 'T AKI K. hl~~Ka4) ~~s,se;;c,: e i-Fill [,.1F:~'4!17E-13itfV! {)1t~;:t!~II.C:t[.I:~t1R'~iE:\')l;~i~ ~1#}?(ih'S-Si#i ~':;~*I(i"i~k'a;(I ic'+tw5'.:1CriiYY.1?~~;:~;~„7 .:3 October 12, 2011 To: Aki Nakao, Director, General Services Agency From: Jeff Thomas, Contracts Specialist II Via: Pedro Valencia, Deputy Director, General Services Agency Subject: REQUEST FOR APPROVAL TO AWARD CONTRACT FOR WILDLAND TYPE 3 FIRE APPARATUS, REQUEST FOR QUOTATION (RFQ) NO. 900867; AMOUNT: $602,970 RECOMMENDATION: Authorize the Purchasing Agent to negotiate and sign Master Contract No, 900836, Procurement Contract No. 7032 with Pierce Manufacturing Inc., (Jeff Rhein, Regional Vice President of Sales -West), Appleton, WI to provide two wildland Type 3 fre apparatus vehicles to Alameda County Fire Department (ACFD). The estimated value of the contract is $602,970. The term of the contract will start on November 1, 2011 and end on approximately October 31, 2012. . DISCUSSION/SUMMARY: ACFD maintains a fleet of emergency and f re fighting vehicles at various locations throughout the County which are used by the ACFD in emergency response situations. ACFD will purchase two wildland Type 3 f re apparatus vehicles to replace aging vehicles currently in use. These vehicles will be built to strict specifications in accordance with industry standard build practices and will be in compliance with current California Air Resources Board (GARB) regulations. Delivery is estimated to be 230 255 working days after vendor's receipt of purchase order from the County. SELECTI0IV CRITERIA/PROCL'SS: The General Services ~4gency (GSA) Purchasing Departr~zent worked with ACFD tQ develop a Request for Interest (R,~T) that was released on April IS, 20.1.1 and an EGOV message was sent to 2, 664 GSA Goods and Services _ Current Contracting Opportunities Page 2 October 12, 201.1 subscribers. A I~equestfor Quotation (RFQ) was released on May 3, 201I ta~ve vendors that responded to the 1~FI and an EGOV notice was sent to 2, 657 GSA Goods and Services -Current Contracting Opportunities subscribers. Two bidders conferences were held with one attendee present. Quotations were received on June 17, 20.1.1 from five bidders: one SLEB vendor, and four non-local vendors. Two bids were disqualified when ACT'D and GSA-Purchasing determined their bids did not meet the specifications of the RFQ. The vendors were promptly notified of their disqualification and the reasons supporting the disqual~cation. Tyre RFQ states in Section III, Instructions to Bidders, paragraph L, 9, "Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response." The alternative bid submitted by Pierce Manufacturing Inc. was evaluated by ACFD and meets the spec cations stated in the RFQ. The SLEB Waiver number is 1 DOS. The following is a summary of the bids: BID SUMMARY Vendor Location SLEB SLEB S'ub- Bid Price Evaluation (~,~) Contractor price Pierce Manufacturing .Inc, (Alternate bid) Appleton, WI N - ,$301,484.96 $30I,484.96 Pierce Manufacturing Inc. (Base bid} Appleton, ~,I- N - $313,858.52 $313,$58 52 Kovatch Mobile Equipment Corp. pntario, CA N - $336, 743.87 X336, 743.87 Boise Mobile Equipment/Robert .Clemente, CA N - ~'341,15~8$ $341,157.$8 Pearson Motors Fire Truck Headquarters Oakland, CA Y - Bid Disqualified West-Mark & Rosenbauer America Ceres, CA N - Bid Disqualified FUNDING: The appropriation for this contract is included in the Alameda County Fire Department's FY 2011-12 Approved Budget. loo additional appropriations are required and there will be na increase to net County cost. Page 3 Recommended B October I2, 2011 Contract Specialist lI Up #o $10,000 Signature Date Approved Bv: Business Outreach Officer Sr. Contracts Specialist Up to $10,001 - $25,000 Purchasing Manager up to ~2s,oo1- ~loa,ooa a ~-~ ~/ Da#e ~~ (L. _ r~ Date ~c~ t ~ l/ Date Deputy Director, Purchasing l/ Over $100,000 ~ ~ Date Director, GSA ~'~.~'~' / ~~~~%1. Over $100,000 Sign ure ~ Date Signature J ~..