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HomeMy WebLinkAboutItem 4.02 FirePatrolVehicle CITY CLERK File # 350-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: December 18, 2001 SUBJECT: Authorization to Waive Competitive Bidding Requirements and Purchase a Replacement Fire Patrol Vehicle from Hi-Tech Emergency Vehicle Services Inc. Report Prepared by Jason Behrmann, Administrative Analyst ATTACHMENTS: RECOMMENDATIoN:~ 1. Resolution 2. Budget Change Form Adopt the Resolution Approve Budget Change ~ ~ ..... :..~ Direct Staff to proceed with the purchase. FINANCIAL STATEMENT: At the time the Budget was prepared, the need to replace the fire patrol vehicle had not been identified, therefore a Budget Change Form is required in the amount of $150,000, Sufficient funds exist in the vehicle replacement fund to purchase this vehicle. DESCRIPTION: The City currently owns one type 4 fire patrol vehicle located at Station 16. The existing unit is 15 years old and in need of replacement. The vehicle was originally'scheduled for replacement in 1996 based on an estimated useful life of 10 years. However, due to the good condition of the vehicle, its replacement has been delayed until now. This type of apparatus is an essential piece of equipment for providing fire protection and other emergency services within the City of 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. 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. The vehicle is recognized as active in the City's Internal Service Fund (ISF). The ISF charges departments a prorated annual expense for equipment purchased from this fund. The process builds a reserve to assure, at the end of the vehicle's life cycle, that there is funding to purchase a replacement vehicle. Adequate funds exist in the ISF for replacement of this vehicle. Ideally, it is important to have a reserve apparatus, which is of the same classification as a front-line piece of equipment, which can be used when the front-line equipment is out of service; i.e., a reserve truck and a reserve engine. When the City purchased a replacement fire truck in 1999, the City designated the existing fire truck to reserve status. The City does not currently own a reserve patrol vehicle, therefore Staff recommends moving the current patrol vehicle from front line to reserve status. H/cc-forms/agdastmt. doc COPIES TO: Sheldon Gilbert, Deputy Fire Chief ITEM NO. Proposed Purchase In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the competitive bid process. However the Ordinance does provide for the following exemption with respect to vehicle purchases: 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 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 cost. The Alameda County Fire 'Department (ACFD) recommends purchasing the vehicle from Hi-Tech Emergency Vehicles, Inc. of Oakdale, California. In their experience, 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 are now "out of business" that built these types of apparatus in the past. The last vendor used by ACFD was in breech of the contract and resulted in fines being levied against their company. The specifications for this piece of apparatus built by Hi-Tech are the same as the last three 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 ACFD. 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 Ram°n 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. Based on this justification Staff recommends that the Council approve the Resolution (Attachment 1) waiving the competitive bid process and authorizing the purchase of a type 4 4x4 fire patrol vehicle from Hi-Tech Emergency Vehicle Services Inc. based upon specifications provided by the Alameda County Fire Department Standard Specifications and the proposal from Hi-Tech Emergency Vehicle Services Inc. ACFD Staff has been in communication with the manufacturer (Hi-Tech) on the City's behalf. The manufacturer currently has a production slot available and has designated a delivery date within six months of placing the order. This would allow the City to take possession of the vehicle by the end of June 2002. It would then be necessary to outfit the vehicle with the necessary equipment. The following is the purchase price as presented in the proposal by Hi-Tech Emergency Vehicle Services Inc. and ACFD including a 10% contingency. Base Cost Type 4 Patrol Vehicle (including sales tax) Estimated Equipment/Outfitting Cost (including sales tax) GRAND TOTAL $120,000 $30,000* $150,000 * The cost of oUtfitting the patrol vehicle is not part of the proposal from Hi Tech. ACFD will make these purchases after vehicle delivery and will then forward the invoices to the City for payment. The cost to outfit the truck includes the purchase and installation of various emergency equipment, radios, tools, etc. The $30,000 is a preliminary estimate based upon the complement~ of equipment carded on type 4 patrol vehicles in the Alameda County fleet. The Alameda County Fire Department will coordinate the procurement of the necessary equipment follOwing delivery of the apparatus. Staff is expected to meet with the manufacturer's representative to discuss the precise contract terms and schedule of payments. Recommendation In order to take advantage of the pricing presented to the City of Dublin, the order must be confirmed by December 31, 2001. Price increases go into effect after the first of the year. If the City were to work with ACFD through their specification committee and solicit competitive bids, it is projected by ACFD Staff that considerable additional time would be required before the delivery of a new fire engine and that the price would be significantly higher. The bid waiver process was approved by the City Council in 1999 for the purchase of a fire track and it allowed the City to take delivery in a much shorter time frame than would have otherwise been possible. Staff recommends that the City Council adopt the attached Resolution and authorize a waiver 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 4/5 approval by the City Council to allow the negotiation of the purchase by Staff. The cost to be negotiated will be in accordance with information provided in this report. Because this purchase was not included in the FY 2001-2002 Budget, Staff also recommends approving the attached Budget Change Form in order to authorize the expenditure of funds for the patrol vehicle and equipment. RESOLUTION NO. - 01 A RESOLUTION OF THE CITY COUNCIL' OF THE CITY OF DUBLIN AUTHORIZING A'WAIVER OF THE COMPETITIVE BID REQUIREMENT FOR THE PURCHASE OF FIRE PATROL VEHICLE WHEREAS, the City of Dublin has adopted a Purchasing System which is intended to establish efficient procedures for the purchase of equipment and other materials; and WHEREAS, the City Purchasing system also is to serve as a means to secure equipment for the City at the least possible cost commensurate with the level of quality required; and WHEREAS, subject to City Council approval, Section 2.36.050 of the Dublin Municipal Code authorizes exceptions to the competitive bid process; and WHEREAS, an exemption to the bid process may be authorized upon a four-fifths approval of the City Council for the purchase of vehicles; and WHEREAS, the City will realiZe savings associated with foregoing a formal bid process and delivery of the new apparatus in a timely manner. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin pursuant to Section 2.36.050 of the Municipal Code hereby waives the requirement for a competitive bid and authorizes the purchase of a type 4 fire patrol vehicle from Hi-Tech Emergency Vehicle Services Inc. pursuant to a proposal from Hi-Tech and specifications established by the Alameda County Fire Department; and BE IT FURTHER RESOLVED, that the City Manager and or his designee is hereby authorized to execute any necessary agreements, purchase orders, or other documents required to arrange for the purchase and delivery of the patrol, vehicle. PASSED, APPROVED AND ADOPTED this 18th day of December, 2001. AYE S: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 1 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (City Council Approval Required): Budget Transfers: __x__ From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000) Within Same Department Activity From New Revenues Between Departments (iEity Council Approval Required) Other Name: Name: Fire Patrol Vehicle Replacement $150,000 Account #: Account #:831.10000.750.073 Name: Name: Account #: Account #: Name: ' Name: Account #: Account #: Name: Name: Account #: Accouni #: Name: Name: Account #: Account #: ' -, Fin Mgr/ASD: Signature REASON FOR BUDGET CHANGE ENTRY: At the time the Budget was prepared, the need to replace the fire patrol vehicle had not been identified. City Manager: Date: Signature As Approved at' the City Council. Meeting on: Date: Mayor: Date: Posted By: formslbudgchng Signature Signature Date: ATTACHMENT 2