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FD Ladder Truck Repair____________________________________________________________________________________ FOR CITY CLERK ONLY File No.: 4-3-853 Council Meeting: 06/03/2019 Disposition: Resolution 14674 Agenda Item No: 4.d Meeting Date: June 3, 2019 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Fire Department Prepared by: Christopher Gray, Fire Chief City Manager Approval: ______________ TOPIC: LADDER TRUCK REPAIR SUBJECT: RESOLUTION AUTHORIZING A ONE-TIME PURCHASE AND PAYMENT OF PURCHASE ORDER TO PIERCE MANUFACTURING FOR LADDER TRUCK REPAIR SERVICES IN AN AMOUNT NOT TO EXCEED $142,521 PLUS A 25% CONTINGENCY RECOMMENDATION: Adopt resolution authorizing a one-time purchase and payment of purchase order to Pierce Manufacturing for ladder truck repair services in an amount not to exceed $142,521 plus a 25% contingency. BACKGROUND: In August 2014, the San Rafael Fire Department purchased a Pierce Manufacturing aerial ladder truck for $935,690.73 using funds from the City’s Vehicle Replacement Fund. The ladder truck was purchased through Golden State Fire Apparatus, a cooperative purchasing program for fire-related goods, with an expected 20-year service life. Additional equipment outfitting purchases exceeding $100,000 were authorized in Spring 2015 to prepare the truck for service. Since 2015, the vehicle had been used by the Fire Department as Truck 54, providing citywide fire response service from Station 54 located at 46 Castro Street. The ladder truck was damaged when it accidentally struck a power line on December 18, 2018. The truck was placed out of service on that date and ultimately transported to the Pierce Manufacturing factory in Wisconsin to complete the assessment and repairs. The estimate of repairs is $142,521, but the manufacturer stated in the estimate that there was the possibility of unknown hidden damage that could result in higher actual work costs. ANALYSIS: The Fire Department requires service availability of a ladder truck that can provide aerial support for firefighting operations. The Fire Department’s reserve ladder truck, which is nearing the end of its service life, has been in service since the incident in December 2018. If the reserve ladder truck goes out of service, the City may potentially have to depend on other fire agencies for aerial firefighting support. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The replacement cost for the Pierce ladder truck (or a similar truck that meets the Fire Department’s needs) is estimated at $1.1 million. Pierce Manufacturing is the only entity capable of successfully repairing the truck. Repairing the truck should allow for the current ladder truck to be in service through 2035. Paying the cost of repairs will allow for the City to avoid purchasing a replacement ladder truck for 7 or 8 times the cost. FISCAL IMPACT: The proposed cost of the truck repair is $142,521, with the possibility of additional work costs; therefore, the City Manager will be authorized to approve up to a 25% contingency, for a total of up to $178,151. Funds to support this cost are budgeted and available in the Fire Department’s General Fund budget for FY 2018-19. OPTIONS: The City Council has the following options to consider on this matter: 1. Adopt a resolution. 2. Adopt a resolution with modifications. 3. Direct staff to return with more information. 4. Take no action. RECOMMENDED ACTION: Adopt resolution authorizing a one-time purchase and payment of purchase order to Pierce Manufacturing for ladder truck repair services in an amount not to exceed $142,521 plus a 25% contingency. ATTACHMENTS: 1. Resolution 2. Repair Estimate RESOLUTION NO. 14674 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING A ONE-TIME PURCHASE AND PAYMENT OF A PURCHASE ORDER TO PIERCE MANUFACTURING FOR LADDER TRUCK REPAIR SERVICES IN AN AMOUNT NOT TO EXCEED $142,521 PLUS A 25% CONTINGENCY THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: WHEREAS, on March 4, 2013 the City Council approved resolution number 13506, authorizing the Director of Public Works to purchase up to 40 replacement vehicles for various City departments; and WHEREAS, on August 18, 2014 the City Council approved resolution number 13789, waiving the requirement for competitive bidding and authorizing the Department of Public Works to purchase a Pierce Manufacturing ladder truck, in an amount not to exceed $935,690.73; and WHEREAS, San Rafael Fire Department (SRFD) ladder truck #54 was then brought into service in 2015; and WHEREAS, ladder truck #54 was damaged when it struck a power line on December 18, 2018; and WHEREAS, the San Rafael Fire Department requires service availability of a ladder truck that can provide aerial support for firefighting operations; and WHEREAS, Pierce Manufacturing, the original manufacturer, is the only entity capable of successfully repairing the ladder truck; therefore, it is appropriate to waive bidding pursuant to San Rafael Municipal Code section 2.55.100(C); and WHEREAS, there are sufficient resources in the General Fund for this purchase. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Rafael does hereby authorize the City Manager to approve purchase of ladder truck repair services from Pierce Manufacturing in an amount not to exceed $142,521. BE IT FURTHER RESOLVED, that the City Council of the City of San Rafael does hereby authorize the City Manager to approve up to a 25% contingency in the event that actual repair costs exceed the estimate provided by the manufacturer. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 3rd day of June 2019, by the following vote, to wit: AYES: COUNCILMEMBERS: Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Bushey LINDSAY LARA, City Clerk Page 1 of 3 Oshkosh Corporation Classification - Restricted MIDWEST SERVICE & REPAIR CENTER ESTIMATE DEALER Golden State CUSTOMER San Rafael ADDRESS PIERCE CONTACT Rick Peeters NO. UNITS 1 ESTIMATE DATE 03-15-19 BODY MODEL PAL-105 CHASSIS Velocity REF. JOB 28388 START DATE ACCIDENT REPAIR OF: ONE Pierce 105’ Aerial Ladder VIN 4P1BCAGF2FA015514 Item Item Description Material Labor Hrs. Qty Sublet 1 Unpin ladder from turntable and lift cylinders. Disassemble ladder sections. Visually inspect ladder sections for signs of burn marks or arcing -------- 60 2 Inspect lift and extension cylinders for signs of burn marks or arcing -------- 3 3 Replace burned ladder egress on end of Fly Section (paint same as original) 2,203.00 6 4 Replace burned ladder Fly Section (paint same as original) 18,519.00 22 5 Replace rung covers on fly and egress 916.00 4 6 Replace LED rope lighting and tracks on fly section. Check lights on the remaining three ladder sections 504.00 4 7 Replace ladder Intercom 1,925.00 5 8 Replace strobe locator light on tip 837.00 2 9 Replace the aerial electric-hydraulic center post swivel 8,990.00 10 10 Replace the 8 steel rope extension-retraction cables Adjust and lubricate cables 2,752.00 16 11 Replace the sheaves for the ladder steel cables 2,413.00 8 12 Replace the ladder wear pads and adjuster pins 2,608.00 10 13 Replace the two 135’ 12/8 electric cables that run to the ladder tip 1,794.00 10 14 Replace one 135’ 16/20 electric cable that runs to the tip 2,466.00 12 Page 2 of 3 Oshkosh Corporation Classification - Restricted 15 Replace one 135’ 10/4 electric cable that runs to the tip 963.00 4 16 Replace one 75’ 10/4 cable 563.00 3 17 Replace two 40’ 16/2 control cables 386.00 4 18 Replace one 35’ 14/4 cable 230.00 3 19 Replace the loadminder stability warning system interlocks and harness 195.00 3 20 Replace the upper and lower turntable control panel harnesses 1,152.00 20 21 Replace the main turntable harness 482.00 8 22 Replace the torque box harness 846.00 8 23 Replace the stabilizer harness 198.00 9 24 Replace the console harness 801.00 20 25 Replace and adjust 8 inductive proximity switches 950.00 8 26 Replace aerial fuse/relay module harness 192.00 4 27 Replace turntable fuse relay module harness 369.00 4 28 Test the ladder tracking lights and tip light for damaged LED’s -------- 1 29 Replace the electric over hydraulic valve control bank for ladders and stabilizers 13,725.00 54 30 Replace the aerial and stabilizer interlock and control switch distribution box and harness 889.00 7 31 Inspect the power take-off, hydraulic pump, hydraulic tank, hose, and fittings -------- 2 32 Check hydraulic oil level, check hydraulic pressure, check relief pressure -------- 1 33 Inspect stabilizer controls, PTO controls, high idle, emergency power unit, turntable controls, intercom, ladder tip controls, interlocks, and ladder rotation -------- 2 34 Inspect rung alignment, turntable alignment, stabilizer down indicator, overload indicator, extension indicator, and perform timing tests. -------- 3 35 Inspect all ladder, turntable, and stabilizer welds with magnetic particle testing -------- 4 36 Inspect rotation bearing and gear for burn marks. Check rotation motor for proper operation --------- 1 37 Visually inspect stabilizer feet, wheels, and tires for burns – due to direct contact with the ground --------- 1 38 Reassemble ladder sections and repin to turntable and cylinders. Connect all hydraulic and electrical lines. --------- 60 39 Bleed cylinders, test and adjust all functions, run ladder in preparation for UL test --------- 8 40 Visually inspect cab, body, and chassis for any burn marks from arcing --------- 2 Page 3 of 3 Oshkosh Corporation Classification - Restricted 41 Check engine for codes (check engine light) --------- 1 42 Perform cab and body electrical inspection per QSD 113 to include chassis batteries, DOT and warning lights, switches, gauges, controls, and wiring --------- 8 43 Perform chassis inspection and road test per QSD 1238. Check for proper operation and drivability. --------- 4 44 After the above repairs are complete and ladders are reassembled, the aerial device will be subjected to examination and testing performed by Underwriters Laboratories. The testing will be in accordance with NFPA standard 1911 and will verify that any non-compliant items have been corrected and the aerial device is compliant with Chapter 22 of NFPA 1911. A certificate of compliance will be issued. 80.00 12 1,847.00 45 Clean up all mag-particle testing residue. Clean up, touch up, and wash truck for inspection and delivery 125.00 10 46 Estimated transportation cost by truck and lowboy trailer - round trip, CA to WI -------- -- 17,128.00 TOTALS 68,073.00 451 18,975.00 Total estimated sublet $ 18,975.00 Total estimated labor: 451 hours @ $123.00 per hour $ 55,473.00 Total estimated material $ 68,073.00 ** TOTAL ESTIMATE $ 142,521.00 NOTE: This is an estimate and not a formal quotation due to the possibility of unknown hidden damage. Should actual work costs exceed this estimate, the purchaser shall be contacted for approval prior to work continuing. Actual (true), not estimated, costs shall be reflected in the invoice. All estimates are valid for 60 days. Estimate does not include any special shipping charges unless otherwise noted, will be added to invoice. Purchase Order or written approval required on all orders. Net-30 days terms. Pick-up/delivery not included unless otherwise noted. All applicable Pierce structural and paint warranties will be reinstated.