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Home My WebLink AboutPW Purchase Fire Engines; Pierce ManufacturingCITY of Agenda Item No: S.c n. Meeting Date: March 21, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Richard Landis, Public Works Administrative Manager TOPIC: PURCHASE TWO FIRE ENGINES City Manager Approval: File No.: SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO PURCHASE TWO PIERCE MANUFACTURING ENGINES FOR THE SAN RAFAEL FIRE DEPARTMENT, IN AN AMOUNT NOT TO EXCEED $1,083,036.18. BACKGROUND: The City maintains a separate, internally -financed vehicle replacement fund. The purpose of this fund is to acquire and maintain sufficient funds to replace City vehicles as they reach the end of their economically useful lives. A minimum of $1.1 million is raised annually from all funds that benefit from the fleet to support these purchases. San Rafael's fleet management policy recommends replacing fire pumper engines every 15 years. On January 20, 2015 (resolution number 13869), Council approved the purchase of 48 vehicles for various City Departments. One of the 48 vehicles was a San Rafael Fire Department (SRFD) pumper engine. To take advantage of a purchasing initiative by El Dorado County, and, due to the long lead time for delivery of such vehicles, the Fire Department has asked to accelerate the purchase of a second pumper engine. That unit is now scheduled for replacement in 2017. Engines 26 and 104 were purchased and placed into service in 2002 and are therefore approaching the end of their recommended service lives. The SRFD fleet now consists of 7 front line and 3 reserve engines: • Front line engines (7): 4 Pierce Manufacturing; 2 KME (#'s 26 and 104); 1 International • Reserve engines (3): 2 Seagrave; 1 HME (on loan from the California Office of Emergency Services) The Fire Department requests replacement of engines 26 and 104 with two Pierce Manufacturing units. The Department would then shift the existing units 26 and 104 to the Department's reserve fleet replacing two 1997 engines (numbers 23 and 35) currently assigned to the reserve fleet, thereby eliminating 19 year old vehicles. The Department of Public Works will auction off units 23 and 35 upon completion of the FOR CITY CLERK ONLY File No.: 9-3-31 Council Meeting: 03/21/2016 Disposition: Resolution 14093 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 2 ordering, manufacturing and delivery process, which typically takes six to nine months. The City expects to receive a maximum of $25,000 for each engine. ANALYSIS: Since the 1990's, Pierce has become the Marin County standard for fire apparatus. Nearly all Marin County fire agencies are purchasing Pierce engines and ladder trucks due to the quality of the equipment and integrity of the manufacturer. Now that shared service agreements are becoming the norm, firefighters are able to fill shifts in other agencies. Thus, Marin fire agencies are making significant progress and standardizing fire apparatus, equipment and where the equipment is placed on the apparatus. This enables firefighters to make a smooth and effective transition when needed to work in a neighboring fire agency. The Department is requesting to replace two engines at this time to replace two engines that were purchases simultaneously in 1997. Presently, one engine is scheduled to be replaced in FY 2015-16 and the other in FY 2016-17. Because it takes six to nine months from order to delivery, the first order would not arrive until into the 2016-17 budget cycle. Due to the savings we are able to achieve under the El Dorado County piggy back, staff recommends purchasing two engines under the same order. Additionally, due to the age and deteriorated condition of the 1997 engines, for safety reasons, it is suggested that we remove the vehicles from the fleet. The new engines have significant advantages over the older apparatus concerning firefighter safety, environmental compliance and efficiency, reliability and operational capability. The San Rafael Fire Department has traditionally utilized the practice of "piggybacking", i.e., joining another fire agency's competitive bid to purchase fire fighting apparatus. This approach has yielded significant benefits in terms of reduced cost, maintenance, standardization, parts availability and increased training efficiencies. It is described in chapter 2.55.260 of the San Rafael Municipal Code: "Purchases of supplies, material, equipment or services and sales of surplus property made under a cooperative purchasing program, utilizing purchasing agreements maintained by the state, county or other public agencies are exempt from the requirements of this chapter. To the extent possible, cooperative purchases joined will be competitively awarded, and documentation as to the advantage of the cooperative purchase will be retained." SRFD proposes to piggyback on to a Request for Bid (RFB) and equipment specification executed by El Dorado County. FISCAL IMPACT: These replacement pumper engines will cost $541,518 each or $1,083,036 for both, as quoted in the attached December 10, 2015 Proposal for Pierce Fire Apparatus- Option B. SRFD's equipment needs will add $56,628.98 to the El Dorado County specification. The added equipment will address important safety and environmentally sustainable priorities, as well as new federal EPA motor requirements. The added costs associated with heavy duty suspension, drive train, motor size and transmission are needed for San Rafael's challenging hillside streets and are unique pertaining to grade, width and turning radius challenges. A transaction of this scale will have a sizeable impact on the City's Vehicle Replacement Fund (VRF), which is supported by and serves all City departments. The proposed expenditure represents 47% of the fund's current balance of $2,293,719.55. It is important to note that City departments pay $1,050,000 into the VRF each fiscal year. Also of note is the status of the City's fleet of 185 vehicles, more than half of which have been purchased since fiscal year 12-13. Barring an unforeseen crisis, the VRF will be able to respond to future vehicle needs without dramatic revenue adjustments. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 3 OPTIONS: 1. Council may choose to approve the resolution authorizing the purchase of two Pierce Manufacturing engines. 2. Council may choose not to approve the resolution but staff does not recommend this option. San Rafael can save a significant amount of money by piggybacking on to the El Dorado County for bid/specification, while realizing the additional operational benefits described in this report. For these reasons, staff recommends that Council approve the resolution. ACTION REQUIRED: Adopt resolution. RESOLUTION NO. 14093 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PURCHASE OF TWO PIERCE MANUFACTURING FIRE ENGINES TO REPLACE FIRE DEPARTMENT ENGINES 26 AND 104, IN AN AMOUNT NOT TO EXCEED $1,083,036.18 THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: WHEREAS, Fire Engines 26 and 104 were purchased and placed into service in 2002, and; WHEREAS, San Rafael's vehicle replacement policy calls for the replacement of fire pumper engines after 15 years of operation, and; WHEREAS, the City has a need for two new fire pumper engines to replace Fire Engines 26 and 104; and WHEREAS, Chapter 2.55.260 of the San Rafael Municipal Code allows City departments to waive competitive bidding: "Purchases of equipment made under a cooperative purchasing program, utilizing purchasing agreements maintained by the state, county or other public agencies are exempt from the (competitive bidding) requirements of this chapter."; and WHEREAS, the San Rafael Fire Department has in the past realized significant financial and operational benefits by "piggybacking" on to competitive bids from other jurisdictions, and in this case is able to utilize specifications that have been executed by El Dorado County for Pierce Manufacturing fire engines; and WHEREAS, the maximum price of the two engines is $1,083,036.18; and WHEREAS, there are sufficient funds in the Vehicle Replacement Fund (#600) for the purchase of these two Pierce pumper engines. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Rafael does hereby authorize the Department of Public Works to purchase two Pierce fire engines and related equipment, in an amount not to exceed $1,083,036.18 through the cooperative purchasing agreement. I, ESTHER C. BEIRNE, 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 21 st day of March, 2016, by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin and Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: McCullough File No ... 01.14.16 ESTHER C. BEIRNE, City Clerk ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) 4 CITY COUNCIL AGENDA ITEMS --> AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 3/21/2016 From: Richard Landis Department: Public Works Date: 2/23/2016 Topic: PURCHASE TWO PIERCE MANUFACTURING FIRE ENGINES FOR THE SAN RAFAEL FIRE DEPARTMENT Subject: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE PURCHASE OF TWO PIERCE MANUFACTURING FIRE ENGINES FOR THE SAN RAFAEL FIRE DEPARTMENT, IN AN AMOUNT NOT TO EXCEED $1,083,036.18 Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: 3-10-16 ® City Attorney Remarks: LG -Approved 3/10/16 with suggested revisions. ® Author, review and accept City Attorney / Finance changes Remarks: KM - 3-10-16 ® City Manager Remarks: