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Home My WebLink AboutPW Purchase Two KME Fire EnginesC,ry 01�40tt Department: Public Works Agenda Item No: 3. g Meeting Date: November 19, 2012 1 1 Prepared by: City Manager Director of Public Works (RAL) File No.: 01.14.15 SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO PURCHASE TWO KME FIRE ENGINES TO REPLACE FIRE DEPARTMENT ENGINES 23 AND 35, IN AN AMOUNT NOT TO EXCEED $1,007,510. BACKGROUND: San Rafael's fleet management policy recommends replacing fire engines after 15 years of operation. Fire Department engines 23 and 35 were purchased and placed into service in 1997 and are therefore scheduled for replacement in FY 12-13. Both are manufactured by HME. The fleet now consists of 7 front line and 3 reserve engines: • Front line engines (7): 4 KME; 2 HME Ws 23 and 35); 1 International • Reserve engines (3): 2 Seagrave; 1 HME (on loan from the California Office of Emergency Services) The Fire Department requests replacing engines 23 and 35 (manufactured by HME) with two KME units, and then shifting #'s 23 and 35 to the department's reserve fleet. They will replace two reserve Seagrave units, thereby eliminating rarely used 25 year old vehicles with standard transmissions (which require a special DMV license to operate) and a potentially unsafe open cab configuration. Replacing the HME engines with new KME units will continue the Fire Department - s proactive, ongoing transition to an all-KME fleet. The Department of Public Works will auction off the two Seagraves when the purchase process is complete. We expect to receive a maximum of $20,000. ANALYSIS: SRFD has purchased KME engines exclusively since 2008. The performance history of KME apparatus has been quite favorable. KME is located in Pennsylvania. Their west coast full service facility is located in Ontario, California. KME also contracts with Valley Power in West Sacramento, California. Warrantee repairs and service can be performed at either File No.: ?'-3. 31 1- 'cl - Council Meeting: if 1(9 1 12 - Disposition: I Bc. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 facility. San Rafael's Fire Equipment Mechanic is certified to perform most repairs and maintenance work in-house, including those covered by warranty. The proximity of the west coast facilities, coupled with the growing number of KME units in service throughout California, lends itself to redundancy and future support of the cab and body components for years to come. 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. To secure these KME engines, San Rafael will piggyback on to a Request for Bid (RFB) and equipment specification executed by the Los Angeles County Fire Department (LACFD). A copy of the RFB is attached, as is the LACFD Purchase Order for KME 11 engines. FISCAL IMPACT: The KME replacement engines will cost $478,755 each or $957,510 for both, as quoted in the attached November 11, 2012 letter from KME to Chief Gray. These prices include $32,186 for added San Rafael items (see attached spreadsheet entitled "LA County Fire Department -San Rafael Conversion") but do not include up to $25,000 in additional upfitting costs for radios, emergency lighting, generators, etc. The final maximum cost will be $503,755 per engine or $1,007,510 for both. The Fire Department has paid $1,005,232 into the Vehicle Replacement Fund for these engines, and will pay for additional costs from an internal source. It is important to note the impact of this transaction on the Vehicle Replacement Fund (VRF), which is supported by and serves all City departments. This proposed expenditure represents 38% of the fund's current $2,635,702 balance, and is $422,184 beyond the $585,326 Council approved for VRF expenditures in FY 12-13. Approval of the purchase would require Council to authorize the expenditure of these additional funds. San Rafael's recent practice of keeping vehicles in service beyond recommended replacement time lines already has and will continue to impact the fund. Responding to a recent survey, City departments requested the replacement of an additional 29 vehicles during FY 12-13. All 29 are either beyond their useful life or are increasingly expensive to maintain. A few are mechanically marginal. Requests encompass a wide range of vehicles and needs: Parking Services enforcement buggies, Community Services 12 passenger vans, a 12 year old Public Works 1 ton diesel truck, a Police Department motorcycle, and many more. The preliminary cost of replacing these 29 vehicles and the 2 fire engines is $2,800,000. Clearly, the fund cannot support the purchase of 31 vehicles at one time. The survey is the start of an effort to present Council with a 3 to 5 year replacement schedule, and to adjust departmental payments into the Vehicle Replacement Fund based on actual need, upfitting costs, inflationary pressures, etc. OPTIONS: 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 Los Angeles County Fire Department's Request 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. 13458 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO PURCHASE TWO KME FIRE ENGINES TO REPLACE FIRE DEPARTMENT ENGINES 23 AND 35, IN AN AMOUNT NOT TO EXCEED $1,007,510. THE CITY COUNCIL OF THE CITY OF SAN RAFAEL RESOLVES as follows: WHEREAS, Fire Engines 23 and 35 were purchased and placed into service in 1997, and; WHEREAS, San Rafael's vehicle replacement policy calls for the replacement of fire engines after 15 years of operation, and; WHEREAS, the Fire Department has paid $1,005,232 into the City's Vehicle Replacement Fund since 1997 to support the purchase of two replacement engines, and; WHEREAS, the maximum price of the two engines is $1,007,510, and; WHEREAS, this purchase exceeds approved FY 12-13 Vehicle Replacement Fund expenditures by $422,184 and therefore requires Council to authorize the expenditure of additional funds in that amount, and; WHEREAS, the San Rafael Fire Department has in the past realized significant savings by "piggybacking" on to competitive fire engine bids from other jurisdictions, in this case utilizing a Request for Bid and specifications that have been executed by the Los Angeles County Fire Department, and; WHEREAS, Chapter 2.55,070, paragraph D of the San Rafael Municipal Code allows City departments to waive competitive bidding requirements "if limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition" exist, and; WHEREAS, the Fire Department has reviewed the specifications, pricing and timelines from KME Fire Apparatus and determined that they offer significant financial, operational and safety benefits, and; WHEREAS, the Fire Department recommends the release of Vehicle Replacement Funds to purchase two KME Fire 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 KME fire engines and related equipment, in an amount not to exceed $1,007,510. 1, 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 19th day of November, 2012, by the following vote, to wit: AYES: COUNCILMEMBERS: Connolly, Heller, Levine, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None E'STHER C. BE'IRNE, City elerlJ File No.: 01.14.15 yos SOLICITATION REQUEST FOR BID 4 RFB-IS-12200628-2 BID DUE: INTERNAL SERVICES DEPARTMENT 03/15/12 12:00:00 PM Vendor No. RETURN BID TO ADDRESS BELOW INTERNAL SERVICES DEPARTMENT ISD CENTRAL PURCHASING 1100 N EASTERN AVENUE RM 103 BID ROOM 1ST FLOOR LOS ANGELES CA 90063 BUYER Anet Simonian BUYER PHONE 323-267-2215 DATEISSUED 02/21/12 REQ. DEPARTMENT IS AGENCY REQ. NO. B183289 REQ. NO. RQN-FR-12019304 FISCAL YEAR SCHEDULED BEGIN DATE SCHEDULED END DATE NUMBER OF COMMODITY LINES : 1 PROCUREMENT FOLDER 366519 B183289 - ENGINE, PUMPER - MAND BID. CONF. - SPECS - AMD 01 TO BE COMPLETED BY VENDOR 1. DELIVERY WILL BE MADE IN THIS NUMBER OF DAYS AFTER RECEIPT OF ORDER. 2. CASH DISCOUNT - DAYS. CASH DISCOUNT OF LESS THAN 30 DAYS OR 25TH PROX. WILL BE CONSIDERED AS NET IN EVALUATING THIS BID. 3. BID BOND ATTACHED: CERTIFIED CHECK ATTACHED: OTHER ATTACHMENTS: 4. BID REFERENCE NUMBER: (THIS NUMBER WILL APPEAR ON RESULTING ORDER OR CONTRACT). 5. PLEASE REMOVE FROM THIS COMMODITY CODE: 6. FEIN OR SOCIAL SECURRITY# REQUIRED: ** IMPORTANT ** IN ORDER TO RECEIVE AN AWARD, VENDORS ARE REQUIRED TO BE REGISTERED WITH THE COUNTY OF LOS ANGELES. VENDORS MAY REGISTER ONLINE ON THE COUNTY OF LOS ANGELES VENDOR REGISTRATION WEBSITE @ HTTP; I tC1:aMSS"=SR.�"0.i�.Un.US`yd=Bsa.N` USE OF A BRAND NAME AS SPECIFICATION IS NOT INTENDED TO RESTRICT COMPETITION. QUOTE IN ACCORDANCE WITH SPECIFICATION OR ON YOUR ALTERNATE. ALTERNATE OFFERS TO MEET FUNCTIONAL REQUIREMENTS, ADEQUATELY SUPPORTED BY LITERATURE AND YOUR STATEMENT WHEREIN SPECIFICATIONS DIFFER, WILL BE CONSIDERED FOR FUTURE PURCHASE, OR WHEN FEASIBLE, FOR THIS PURCHASE. VENDORS ARE REQUIRES TO ENTER THEIR COMPANY NAME IN THE SPACE PROVIDED AT THE TOP OF EACH PAGE ON THIS SOLICITATION. VENDOR PHONE NUMBER: TITLE: DATE: SIGNATURE OF BIDDER: (MUST BE SIGNED) F lrs$ �1H {� LOS ANGELES COUNTY ' FIRE DEPARTMENT + PURCHASE ORDER xAili<iaiiN�? x ORDER NUMBER AWARD DATE PO-FR-12323137-2 04!30112 BILL TO: ALL TERMS AND CONDITIONS INTHE SOLICITATION ARE PART OF THIS ORDER FIRE DEPARTMENT AS IF FULLY REPRODUCED HEREIN. ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: L.A. COUNTY FIRE DEPARTMENT P.O, BOX 910901 Contact: Anet Simonian COMMERCE CA 90091 Phone: 323-267-2215 Email: asimonian@isd.lacounty.gov VENDOR NAMB,STREET,C{TY,STATE,ZIP CODE: SHIP FOB DESTINATION TO:(UNLESS SPECIFIED ELSEWHERE) FIRE SHOP-PARTS(EASTERN) KME FIRE APPARATUS 1104 N EASTERN AVE 1 INDUSTRIAL COMPLEX SPECIAL SERVICES NESOUEHONING PA 18240-1420 LOS ANGELES CA 90063 PROCUREMENT FOLDER : 366519 CONTACT FOR DELIVERY INSTRUCTIONS {NAME, TELEPHONE} (323) 881-2394 FUND#40228 DELIVERY DATE FOB POINT AGENCY REQ. CONTRACT NUMBER TOTAL AMOUNT OF ORDER NUMBER I 01/24/13 FOB Destination, Freight Prepaid and Allowed B183289 $4,870,818.98 DATE PRINTED VENDOR NO. PROMPT TERM I TERM 2 _ TERM 3 TERM 4 PAYMENT DISCOUNT: Q,r)o DISCOUNT: DISCOUNT: DISCOUNT:. 04/30/2012 505867 TERMS DAYS: 30 DAYS: 0 DAYS: 0 DAYS: 0 LINE NO. COMMODITYISERVICE DESCRIPTION QUANTITY UDM UNIT PRICE EXTENDED AMOUNT NOTICE TO VENDOR: ALL ITEMS LISTED ON VENDOR PACKING SLIPS AND INVOICES MUST REFLECT THE CORRESPONDING PURCHASE ORDER COMMODITY LINE NUMBER. ALSO, THE ORDER NUMBER MUST BE REFERENCED ON ALL PACKING SLIP$ AND INVOICES. 1 COMMODITY CODE: 070-57-00-0000000 11.000 EA $ 407,174.000 $ 4,478,914.00 SUPPLIER PART NO: SALES TAX AMOUNT: $ 391,904.98 DESCRIPTION: -CHANGE ORDER #1" PO REVISED TO REFLECT COST SAVINGS OF $2,453.00 ASSOCIATED WITH ALLISON TRANSMISSION. MAKE/MODEL: KME SEVERE SERVICE PUMPER VEHICLE - COMBINATION TANK & PUMPING ENGINES, 42,500 LBS. GVWR, 450 HP ENGINE, 10-SPEED TRANSMISSION - PER THE ATTACHED SPECIFICATIONS LABELED AS EXHIBIT A. Prices are exclusive of federal excise tax. Exempt Certifcate No. 95 740014K. Terms and conditions are in accordance with Solicitation i RFB-IS-12200628. Delivery: 210 Days after the pre-construction meeting; remaining units will be delivred according to a schedule COUNTY OF LOIS ANGELES ICMIE M_ K OV A T C Christopher Gray, Fire Chief San Rafael Fire Department 1039 "C" Street San Rafael, CA 94901 Chief, November 11, 2012 Members of the San Rafael Fire Department and I have been discussing new fire engines for over two years. Recently, members of your apparatus committee have explored the opportunity for their department to "tag -on" to the recently awarded LA County fire apparatus bid process. The diligence of your committee to utilize this cost reduction concept has resulted in a fire engine that they feel will allow for enhanced functionality of the LA County based apparatus within their city. The original price for the LA County engine was $407,184.00 in April 2012. Your apparatus committee changes to the original LA County specification has resulted in less that a 10% price increase. The price for a fire engine configured to meet the requirements of your committee is $441,239.00. The exact cost of one fire engine is as follow: Unit cost $441,239.00 Sales Tax 0 8.5% 37,505.32 CA Tire Fee 10.50 Sub total $478,754.82 Two Vehicle total $957,509.64 Chief, I will guarantee this price until December 1, 2012. Recent pricing volatility in our component supply chain precludes me from making a price guarantee past the date quoted. Please expedite the purchasing process within your City, and at a minimum provide me with an "Intent to Purchase" letter by December 1, 2012 Dean G Carriger KME Fire Apparatus LA COUNTY FIRE DEPARTMENT -SAN RAFAEL CONVERSION July 15, 2012 DELETED LA COUNTY FD ITEMS CREDITS FACTORY INSPECTION TRAVEL_ AS BUILT WIRING DIAGRAMS j $1,000 $55 _ _ AS BUILT PLUMBING DIAGRAMS $55 CARR AUXILLIARY STEPS RUBBER FENDER ETTES-------- ---- ---- - ---- --- ------------- --- - � - $606 SIDE VIEW WINDOWS CAB ROOF RV COATING _$453 $860 OFFICER AIR RIDE SEAT $568 DRIVER SIDE AIR RIDE SEAT $568 BOSTROM SCBA BRACKET REAR FACING CREW SEATS W/SCBA BRACKET $418 $2,315 COUNTY FORWARD FACING SEATS 10" BUMPER EXT W/CENTER TRAY $585 $1,002 STEERING COLUMN TROLLEY BRAKE $84 SPARE TIRES "GO" SPOT LIGHTS $2,451 $512 ELCTRONIC PUBLIC ADDRESS SYSTEM Q2B MECHANICAL SIREN $548 $2,036 REAR BUZZER BUTTONS CSI INTERCOM _$232 $4,315 PTO PUMP N ROLL PUMP $7,208 HALE CSM SINGLE STAGE PUMP $12,450 RELIEF VALVE FOR PTO PUMP $1,106 PRIMING VALVE PTO PUMP_ $411 FRONT BUMPER DISCHARGE $1,758 DIS #3 DISCHARGE $685 FIRE PRO DECK GUN THREE DEADLAYS $2,756 $1,820 BOOSTER REEL #2 ------------------------------------- ----------- REAR STEP HOSE TRAY $3,690 $373 REAR STEP 4 -WAY POCKET ALA -60 W -00D GROUND LADDERS $146 $6,438 DRECT TANK FILL DIS PUMP PANEL $902 LA COUNTY REFLECTIVE STRIPE _ 3 YEAR BASE WARRANTY $598 $7,275 _ TWO SHELVES IN DIS OVER WHEEL COMPARTMENT _ $620 HYDRANT ADAPTER ------------------------------------------ - - -- -- -------- ODYSSEY BATTERIES $155 $2,576 REAR SCENE LIGHTS $1,294 TOTAL CREDITS $71,156 LA COUNTY FIRE DEPARTMENT -SAN RAFAEL CONVERSION July 15, 2012 ADDED SAN RAFAEL ITEMS CHARGES AS BUILT WIRING DIAGRAMS $599 AS BUILT PLUMBING DIAGRAMS $599 POLISHED ALUMINUM FENDERET_T_ES $833 ALUMINUM TREADPLATE TO CAB ROOF $992 TREADPLATE ON FLOOR @ SEAT $465 FORWARD FACING REAR SEATS W/PEDESTAL $2,560 CAB SIDE COMPARTMENTS $4,473 7" BUMPER EXTENSION $747 ------------------------------------------------------------------------------------- ---- GROUND LIGHTS; RUNNING BOARDS REAR $630 UNITY CAB SPOT LIGHTS $512 ELECTRONIC Q213 W/SPEAKER ! $2,142 SIGTRONICS INTERCOM $5,310 HALE Q2 TWO STAGE PUMP $17,250 AM/FM RADIO $871 _ FRONT SUCTION $4,532 2 1/2" GATED INLET D/S $788 O/S HOSE BED DISCHARGE $1,390 TWO CROSS LAYS $3,898 ELKHART DECK GUN $3,558 ONE DEAD LAY $852 BOOSTER REEL NOZZLE $635 D/S COMPARTMENTATION $1,777 ELECTRONIC LADDER RACK $4,537 ALUMINUM GROUND LADDERS-DUOSAFETY $1,236 TWO STREAM LIGHT HANDLIGHTS $312 PIKE POLES AND MOUINTING $552 _ SAN RAFAEL REFLECTIVE STRIPE PACKAGE _ $1,674 SAN RAFAEL LETTERING PACKAGE $1,056 1 YEAR BASE WARRANTY N/C SAN RAFAEL DELIVERY AND ASSOCIATED COSTS $8,500 WHELEN TELESCOPIC LED SCENE LIGHTS REAR/CAB $4,027 WHELEN LED BROW LIGHT FRONT/CAB $1,414 ROLL OVER PROTECTION SYSTEM $2,687 SIDE CURTAIN AIR BAGS $1,680 OFFICER SIDE AIR RIDE SEAT WICURTAIN AIR BAGS $1,414 DRIVER SIDE AIR RIDE SEAT WICURATIN AIR BAGS $1,414 DIS REAR SEAT WITH AIR BAG $1,118 O/S REAR SEAT WITH AIR BAG $1,118 ENGINE TUNNEL STORAGE MODULE $865 WINDOW DEFFOGER FANS_ $354 - - -------------------+----------------- REAR VIEW CAMERA --- $1,575 _ REAR AXLESPRING SUSPENSIO_N $1,890 DRIVER SIDE GAB STORAGE COMPARTMENT $1,596 OFFICER SIDE CAB STORAGE COMPARTMENT $1,596 ADAPTERS AND PLUMBING CHANGES FOR #2 LDH DISCHARGE $1,041 DISCHARGE #3 DRIVER SIDE _ $979 ONE SHELF IN EACH LOCKER COMPARTMENT $620 INSPECTION TRAVEL COSTS PER UNIT $2,000 CAMERA GUARD$106 ----- . EXIDE AGM GROUP 31 BATTEREES _ _ $2,098 SECOND FRC REAR SCENE LIGHT $470 TOTAL CHARGES' $103,342 DIFFER ENCE-***********CHARGE*** ***** _$32,186 CITY OF SAN RAFAEL L�M 1 11 1111 11 "I'l jr 1� INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA/ SRCC AGENDA ITEM No. 3.9 DATE OF MEETING: 11/19/12 FROM: NADER MANSOURIAN DATE: 11/13/12 TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE DEPARTMENT OF PUBLIC WORKS TO PURCHASE TWO KME FIRE ENGINES TO REPLACE FIRE DEPARTMENT ENGINES 23 AND 35, IN AN AMOUNT NOT TO EXCEED $1,007,510. Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) APPROVED AS TO FORM: ;L4 AA City Attorney (signature)