HomeMy WebLinkAbout4.6 - 1761 Waiver of Competitive Bid Process for Fire
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STAFF REPORT
CITY COUNCIL
DATE: January 9, 2018
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Request for Waiver of Competitive Bid Process and Authorization to
Purchase Fire Apparatus through Cooperative Purchasing Program
Contracts and Sole Source the Outfitting of the Apparatus Units to the
Alameda County Fire Department
Prepared by: Lisa Hisatomi, Assistant Administrative Services
Director/Budget
EXECUTIVE SUMMARY:
The City Council will consider waiving the competitive bid requirement and approving
the purchase of two replacement fire engines through cooperative purchasing
agreements, and the outfitting of the units by the Alameda County Fire Department
(ACFD) as a sole source provider.
STAFF RECOMMENDATION:
Adopt the Resolution Waiving the Competitive Bid Process and Approving the
Purchase of Two Fire Engines Through Cooperative Purchasing Contracts, and
Approving the Outfitting of the Fire Engines by the Alameda County Fire D epartment as
a Sole Source Provider; and approve the budget change.
FINANCIAL IMPACT:
The replacement and outfitting of the apparatus are included in the Fiscal Year 2017 -18
Budget’s Vehicle Internal Service Fund (ISF). However, due to price adjustments by the
apparatus manufacturer and increase in equipment costs, a budget increase of $75,000
is needed to complete the procurement and outfitting of the two apparatus units. There
is no impact on the General Fund as the funds will come from the ISF.
DESCRIPTION:
The City of Dublin owns all the fire apparatus stationed in the City ’s three fire stations.
As part of the fire services contract, the Alameda County Fire Department (ACFD)
maintains the City’s fire apparatus fleet. The ACFD routinely reviews th e condition of
the City’s fleet to ensure the safety and reliability of the fire apparatus when firefighters
respond to emergency incidents.
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Based on the ACFD assessment, it is recommended to replace engine #367 in Station
17 and engine #164 in Station 18. The City’s fire apparatus units are custom built to
meet all legal requirements and current National Fire Protection Agency (NFPA)
standards.
Staff recommends that the fire engines requiring replacements be purchased through
cooperative purchasing contracts as follows:
Skeeter Brush Trucks - one Skeeter Dodge Patrol through the HGACBuy
contract (contract #FS12-17.73) to replace engine #367; the contract price for
the unit is $224,947.52 and the contract is valid through November 30, 2019;
Golden State Fire Apparatus (Prime authorized dealer of Pierce Manufacturing)
- one Pierce Arrow XT Pumper through the HGACBuy contract (contract # FS12-
17.65) to replace reserve engine #164; the contractual price for the unit is
$599,680.10 and the contract is valid through November 30, 2019.
Staff also recommends to sole source the outfitting of the fire engines to the ACFD.
This action assures that the units are built and outfitted to the standard specifications of
the other apparatus of the ACFD fleet. The estimated cost for outfitting both apparatus
units is approximately $200,000
Chapter 2.36 of the Dublin Municipal Code establishes the procedures for contract and
purchasing, which requires City Council approval for procurement of goods and service s
in excess of $45,000. The City Purchasing Ordinance provides the City Council with
authority to waive the competitive bidding process, as stated in Dublin Municipal 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.”
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.”
The procurement of the fire engines meets the criteria, as HGACBuy has administered
a competitive bidding process and both contracts are valid through November 30, 2019.
In addition, since ACFD performs apparatus repairs and maintenance, the equipment
installation should be done by the ACFD in accordance with their specifications.
The procurement of both units is included in the Fiscal Year 2017-18 Budget, however,
a budget adjustment of $75,000 is needed to complete the procurement and outfitting of
the units due to manufacturers’ price adjustments and increases in equipment costs.
When the two new front-line engines are in service, engines #367 and #163 (a reserve
unit) will be retired from the fleet. Unit #164 will be moved to the reserve line.
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NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS:
1. Resolution Waiving the Competitive Bid Process and Approving the Purchase of Two
Fire Engines Through Cooperative Purchasing Contracts
2. Budget Change Form
RESOLUTION NO. - 18
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
***************************
WAIVING THE COMPETITIVE BID PROCESS AND APPROVING THE PURCHASE OF TWO FIRE
ENGINES THROUGH COOPERATIVE PURCHASING PROGRAM CONTRACTS, AND
APPROVING THE OUTFITTING OF THE FIRE ENGINES 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, appropriations are included in the Fiscal Year 2017-18 Vehicle Internal Service
Fund budget for the replacement of fire engines #367 and #163; and
WHEREAS, Section 2.36.100(B)(9) of the Dublin Municipal Code allows for an 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 consultant or
professional services, general services, supplies or equipment; and
WHEREAS, Section 2.36.100(B)(4) of the Dublin Municipal Code allows for an 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 authorizing Staff to
replace engine #367 with one fire engine purchased from Skeeter Brush Trucks through the
Cooperative Purchasing Program of the Houston-Galveston Area Council of Governments
(HGACBuy), contract #FS12-17.73, and to sole source the outfitting of the apparatus unit to the
Alameda County Fire Department; and
WHEREAS, the City Council finds that significant benefits are possible by authorizing Staff to
replace reserve engine #164 with one fire engine purchased from Golden State Fire Apparatus, the
prime authorized dealer for Pierce Manufacturing, through the Cooperative Purchasing Program of
the Houston-Galveston Area Council of Governments (HGACBuy), contract # FS12-17.65, and sole
sourcing the outfitting of the apparatus unit to the Alameda County Fire Department; and
WHEREAS, engine #367 (VIN # 1FDAX57P33EB49702) and reserve engine #163 (VIN #
4P1CT02S3WA000331) will be retired from the City’s fleet when the replacement engine s are in
service; and
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 and one fire engine from
Golden State Fire Apparatus through the cooperative purchasing contracts, the sole source of the
outfitting of the new fire engines to the Alameda County Fire Department, and the surplus of engine
#367 and reserve engine #163.
PASSED, APPROVED AND ADOPTED this 9th day of January, 2018.
AYES:
NOES:
ABSENT:
________________________________
Mayor
ATTEST:
____________________________
City Clerk
G:\Budget Changes\10_2017-18\CC\08_Fire Apparatus_010918 08_Fire Apparatus_010918
Budget Change Reference #:
From Un-Appropriated Reserves X Budget Transfer Between Funds
From Designated Reserves Other
Account Amount
6105.1905.72106 $75,000.00
1/9/2018
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
Fire apparatus manufacturer price adjustments and increase in equipment costs for replacements of unit 164 and unit 367
REASON FOR BUDGET CHANGE
FISCAL YEAR 2017-18
BUDGET CHANGE FORM
ISF Vehicle Replacement - Non-Dept - Fire Apparatus
City Council's Approval Required