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Home My WebLink About4.6 - 1433 Fire Apparatus Procurement Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: May 16, 2017 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Request for Waiver of Competitive Bid Process and Authorization to Purchase and Outfit a Replacement Fire Apparatus Prepared by: Lisa Hisatomi, Assistant Administrative Services Director EXECUTIVE SUMMARY: The City Council will consider adoption of a resolution waiving the competitive bid requirement and approving (1) the purchase of a replacement f ire engine through a cooperative purchasing agreement, and (2) the outfitting of the apparatus unit by the Alameda County Fire Department (ACFD) as a sole-source provider. The City Council will also consider donating the replaced fire engine to ACFD to support the reserve firefighter training efforts. STAFF RECOMMENDATION: 1) Adopt the Resolution Waiving the Competitive Bid Process and Approving the Purchase of One Fire Engine from Skeeter Brush Trucks through a Cooperative Purchasing Program Contract, and Approving the Outfitting of the Fire Engine by the Alameda County Fire Department (ACFD) as a Sole-Source Provider; and 2) Approve the donation of the replaced fire engine ACFD to support the reserve firefighter training efforts. FINANCIAL IMPACT: There is sufficient appropriation in the adopted Fiscal Year 2016 -2017 Budget, in the Vehicle Internal Service Fund, for the replacement and the outfitting of the fire apparatus. The purchase price of the fire engine is $211,623.52 and the ACFD estimated equipment and installation cost is $38,000, for a total cost of $249,623.52. The Fiscal Year 2016-17 budget includes $250,000 for this purpose. DESCRIPTION: The City of Dublin owns all the fire apparatus stationed in the City. As part of the fire services contract, the Alameda County Fire Department (ACFD) maintains the City’s fire apparatus fleet. The ACFD routinely reviews the condition of the City’s fleet to ensure the safety and reliability of the fire apparatus when firefighters respond to emergen cy Page 2 of 3 incidents. Based on the ACFD assessment, it is recommended to replace the front line engine (unit #366) in Station 16. The City’s fire apparatus are custom built to meet all legal requirements and current National Fire Protection Agency standards. Staff recommends that the replacement fire engine be purchased from Skeeter Brush Trucks through the Houston-Galveston Area Council of Governments (HGACBuy) contract (contract #FS12-15, YB03), which is valid through November 30, 2 017. Staff also recommends sole-sourcing the outfitting of the fire engine to ACFD. This action ensures that the unit is built and outfitted to the standard specifications of the other apparatus of the ACFD fleet. Chapter 2.36 of the Dublin Municipal Code establishes the proc edures for contracting and purchasing, which require City Council approval for the procurement of goods and services in excess of $45,000. The City Purchasing Ordinance provides the City Council with authority to waive the competitive bidding process when the procurement meets the Exceptions to Competitive Bidding criteria. Staff recommends that the City Council waive the competitive bid process for the procurement and outfitting of the fire engine based on the following exceptions stated in Dublin Municip al Code Section 2.36.100: B.9 - “When another public agency has administered a competitive bidding process and has a current valid agreement for the same or substantially similar consultant or professional services, general services, supplies or equipment.” The procurement of the fire engine meets the criteria: HGACBuy has administered a competitive bidding process; the contract is valid through November 30, 2017. B.4 - “When a contract or purchase involves goods of a technical nature, which it would be difficult for a vendor to bid on a standard set of specifications.” Sole-sourcing the outfitting of the fire engine to the ACFD meets the criteria. The City contracts with ACFD for apparatus repairs and maintenance. Sole-sourcing the installation of equipment to ACFD will ensure the apparatus unit is outfitted to the ACFD specifications. Fire engine unit #366 is more than 15 years old and it will be retired from the City’s fleet once the replacement unit is in service. In the past, the City has co ntracted with a private company to surplus retired fire apparatus. However, this time, Staff is recommending that the retired fire apparatus and equipment be donated to ACFD for the Reserve Firefighter Program when the replacement engine is in service. T he reserve program exposes young people to the fire service and provides them with training on how to become a firefighter. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. Page 3 of 3 ATTACHMENTS: 1. Resolution Waiving the Competitive Bid Process and Approving the Purchase of One Fire Engine and Approving the Outfitting of the Engine by Alameda County Fire Department RESOLUTION NO. - 17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN *************************** WAIVING THE COMPETITIVE BID PROCESS AND APPROVING THE PURCHASE ONE FIRE ENGINE FROM SKEETER BRUSH TRUCKS THROUGH A COOPERATIVE PURCHASING PROGRAM CONTRACT, AND APPROVING THE OUTFITTING OF THE FIRE ENGINE BY THE ALAMEDA COUNTY FIRE DEPARTMENT AS A SOLE-SOURCE PROVIDER WHEREAS, the City requires the purchase of fire apparatus 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, sufficient budget is included in the Fiscal Year 2016-2017 Vehicle Internal Service Fund for the replacement and outfitting of one fire engine; and WHEREAS, Section 2.36.100(B)(9) of the Dublin Municipal Code allows for exception to the competitive bid process when another public agency has administered a competitive bidding process and has a current valid agreement for the same or substantially similar consul tant or professional services, general services, supplies or equipment; and WHEREAS, Section 2.36.100(B)(4) of the Dublin Municipal Code allows for exception to the competitive bid process when a contract or purchase involves goods of a technical nature, which it would be difficult for a vendor to bid on a standard set of specifications ; and WHEREAS, the City Council finds that significant benefits are possible by purchasing the fire engine from Skeeter Brush Trucks through the Cooperative Purchasing Program of the Houston- Galveston Area Council of Governments (HGACBuy), contract #FS12-15, YB03, and sole-sourcing the outfitting of the apparatus unit to the Alameda County Fire Department. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the purchase of one fire engine from Skeeter Brush Trucks through the contract with HGACBuy (contract #FS12-15, YB03) and sole source the outfitting of the new fire engine to the Alameda County Fire Department. PASSED, APPROVED AND ADOPTED this 16th day of May, 2017. AYES: NOES: ABSENT: ________________________________ Mayor ATTEST: ____________________________ City Clerk