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HomeMy WebLinkAboutPW Purchase Pierce Ladder TruckAf Agenda Item No: 3*1 Agenda Meeting Date: August 18, 2014 Department: Public Works k, Prepared by.ity Manager Approval: .'00 0 Director of Public Works File No. 01.14.16 SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING THE WAIVER OF COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A PIERCE LADDER TRUCK FOR THE SAN RAFAEL FIRE DEPARTMENT UTILIZING SPECIFICATIONS DEVELOPED BY THE CONTRA COSTA COUNTY FIRE DISTRICT, IN AN AMOUNT NOT TO EXCEED $935,690.73. BACKGROUND: In December 2013 the San Rafael Fire Department established a Truck Committee to make recommendations for the replacement of Pierce ladder truck 454, in service since 1992. The committee met in early January, to discuss specifications, committee rules, and timelines. Committee members were charged with the selection of an apparatus type, selection of an overall specification and the identification of specification modifications. The current T54 is a Pierce rear mount 105' aerial apparatus built on a three axle straight truck, purchased by the City of San Rafael in 1992. The City's fleet management policy, adopted in 2012, established a 20 year service life for SRFD ladder trucks. T54 has been in front line (non - reserve) service for 22 years. SRFD delayed replacement by 2 years to increase Vehicle Replacement Fund reserves. Aerial apparatus requirements have changed significantly since 1992. If approved by Council, the purchase of this ladder truck will bring the City of San Rafael up to current operational., safety and industry standards. Some of the benefits. - 0 Sustained truck operation capabilities for the next twenty years. Council Meeting: Disposition: I -SAN RAFAEL CITY COUNCIL AGENDA REPORT / PaI4�: 2 * Lower cost/reduced emissions: a more efficient Cummins diesel engine will reduce fuel and oil consumption while meeting current (2010) EPA emission standards. 0 Increased compartment space: 331.35 cu. ft. compared to 288 cu. ft. will allow for expanded tool and equipment capabilities and improved storage of personal protective equipment. This translates directly into increased operational capabilities, such as vehicle extrication. 0 Increased maneuverability: Although a new truck will have a longer in wheelbase, improved steering cramp angles make for a shorter turning radius. Wall to wall turning radius is 3 ft. less than that of the current T54. Improved emergency warning lights and improved scene lighting. • Increased safety: cameras on the rear and right side to cover blind spots. Front, side, and roll over air bag protection system. Self -Contained Breathing Apparatus (SOBA) storage located where it can be safely donned from the ground. • Safer aerial ladder operations with standardized safety systems and features, such as lighting and limit switches. ANALYSIS: The Truck Committee started the truck selection process with the understanding that we were looking to add on to a previous truck order. The first step was to select apparatus type, i.e., Tractor Drawn Aerial vs. Rear Mount Aerial. The committee reviewed overall dimensions, maneuverability, aerial performance, equipment capacity, and staffing for both types of apparatus and recommended that we 'continue to operate a rear mount aerial. We contacted several manufacturers for rear mount apparatus drawings, narrowing the search to Contra Costa County's specification from Pierce, South Placer County's specification from Pierce, and Dover Delaware's specification from IME. The committee determined that the Contra Costa County Pierce aerial specification most closely matched the needs of the San Rafael Fire Dept. Committee members found few opportunities in Northern California to inspect recently manufactured aerial trucks with the preferred specifications. The notable exception was Pierce., I which had several rear mount aerial trucks available for inspection in Sacramento and Woodland. Committee members were able to look at these trucks in person and to speak with crews working on them. Contra Costa County Fire is a large and busy district with varied terrain and structures. Their operational needs are similar to those of San Rafael. Their specification mirrors other Pierce aerials in Northern California, where they have been highly effective in meeting the needs of the City of Sacramento and the City of Woodland. The similarity of these units demonstrates their effectiveness and leads to better manufacturer support in the area for these units. The Truck Committee further analyzed the Contra Costa County specification and requested changes from Pierce to better serve SRFD's operational needs. The largest change was the substitution of a waterway clamp in lieu of a pre -plumbed waterway, to promote safer egress of firefighters from the aerial to the roof. Working with the San Rafael Fire mechanic., the standard Pierce engine was changed to a Cummins engine to promote standardization with the rest of San ♦ ILI 111'� Rafael's fleet. The rear suspension and some electrical components were also changed for ease of maintenance. FISCAL IMPACT: The proposed cost of the truck as specified is $9035,690.73 including tax. That total may require adjustment to allow for minor changes. The purchase and installation of equipment and radios will require additional funds. An equipment/installation budget of $124,000 is sufficient, based on City of Woodland's purchase from Pierce and recent SRFD experience. This additional expense brings the total cost to $1,059,690.73 ($935,690.73 ) + $124,000 = $1,0591690.73). The City will realize significant financial and operational benefits by "piggybacking" on to an existing specification and price structure. The proposed Pierce ladder truck is the only vehicle available that satisfies the highly customized specifications needed to optimize such a vehicle's use by the San Rafael Fire Department. Therefore, Staff requests Council's authorization to waive competitive bidding for this purchase, as described in chapter 2.55.070 of the San Rafael Municipal Code: "If limitations on the source of supply, necessary restrictions in specifications, necessary standardization, quality considerations, or other valid reasons for waiving competition appears-, then purchases may be made without recourse to the competitive bidding provisions of this chapter. Approval of waiver of competitive bidding shall be given by the same level of authority as set forth in the section for award authority." There are sufficient funds in the Vehicle Replacement Fund for this purchase. OPTIONS: 1. The City Council may choose to approve the proposed resolution. 2. The City Council may choose to reject the proposed resolutioil. -1 11 . The City Council may direct staff to seek other vendors. ACTION REQUIRED: Staff recommends that the City Council adopt the resolution. Enclosures 1. Resolution 2. Pierce Manufacturing letter authorizing Golden State Fire Apparatus to act as sales agent .) 1) . Golden State Fire Apparatus quote RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING ING THE WAIVER OF COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A PIERCE LADDER TRUCK FOR THE SAN RAFAEL FIRE DEPARTMENT UTILIZING SPECIFICATIONS DEVELOPED BY THE CONTRA COSTA COUNTY FIRE DISTRICT, IN AN AMOUNT NOT TO EXCEED $935,690.73. 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, San Rafael Fire Department (SRFD) ladder truck #54, in service since 1992, was one of the vehicles scheduled for replacement, and; WHEREAS, San Rafael's vehicle replacement policy calls for the replacement of ladder trucks after 20 years of operation, and; WHEREAS, following extensive analysis, SRFD has determined replacing #54 with currently available equipment would yield significant operational, work safety, environmental and financial benefits, and; WHEREAS, Fire Department staff have further determined that the rear mount aerial truck specification developed by the Contra Costa County Fire District most closely matches SRFD's operational needs, 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 the Contra Costa County Fire District's specifications, and; WHEREAS, Chapter 2.55.070, paragraph D of the San Rafael Municipal Code allows the City Council 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; # 0 WHEREAS, the Fire Department has reviewed the specifications, pricing and timelines from Pierce Manufacturing and determined that they offer significant financial, operational and safety benefits, and therefore the City Council finds that it is appropriate to waive competitive bidding,, ,Rnd-, 0 WHEREAS, there are sufficient resources in the Vehicle Replacement Fund for this purchase. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Rafael does hereby waive the requirement for competitive bidding and authorizes the Department of Public Works to purchase a Pierce Manufacturing ladder truck, in an amount not to exceed $935,690.73. 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 18th day of August, 2014, by the following vote,, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Connolly, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No: 01.14.1 6 Pierce Manufacturing Inc. AN OSHKOSH CORPORATION COMPANY • ISO 9001:2000 CERTIFIED 2600 AMERICAN DRIVE POST OFFICE BOX 2017 APPLETON, WISCONSIN 54912-2017 920-832-3000 • FAX 920-832-3208 www.piercemfg.com To Whom It May Concern: This letter is to confirm that Daron Wright of Golden State Fire Apparatus, Inc. is an authorized sales representative for Pierce Manufacturing, Inc. Mr. Wright has the authority to sign bid proposals for fire apparatus on behalf of Pierce Manufacturing, Inc. Respectfully, Timothy Smits National Sales Manager 1237 Doker Drive LID" Modesto, California 95351-2868 FIRE APPARATUS Phone: (209) 522-0422 Fax: (209) 522-0464 F www.goidenstatefire.com I PROPOSAL FOR PIERCED FIRE APPARATUS I tMFJKME1,1 San Rafael FD 1039 C Street San Rafael, CA. 94901 Quote # 70702 -14 ---- The undersigned is prepared to manufacture for you, upon an order being placed by you, for fina' acceptance by Pierce Manfacturing Inc., at its home office in Appleton, Wisconsin, the apparatus and eauir)ment herein named and for the followinq prices: PLEASE NOTE THE FOLLOWING ABOUT THIS QUOTATION: 1) Quotation is valid for thirty (30) calendar days from the date shown above unless otherwise approved by Pierce Manfacturing, Inc., 2) Payment options are available and are included under separate cover. One of these options may save your department a significant amount of money! Said apparatus and equipment are to be built and shipped in accordance with the specifications hereto attached, delays due to strikes, war or international conflict, failures to obtain chassis, materials, or other causes beyond our control not preventing, within about 240-270 CALENDAR DAYS after receipt of this order and the acceptance thereof at our office in Appleton, Wisconsin, and to be delivered to you at San Rafael, CA. The specifications herein contained shall form a part of the final contract and are subject to changes desired by the purchaser, provided such alterations are interlined prior to the acceptance by the company of the order to purchase, and provided such alterations do not materially affect the cost of the construction of the apparatus. The proposal for fire apparatus conforms with all Federal Department of Transportation (DOT) rules and regulations in effect at the time of bid, and with all National Fire Protection Association (NFPA) guidelines for Automotive Fire Apparatus as published at time of bid, except as modified by customer specifications. Any increased costs incurred by the first party because of future changes in or addons to said DOT or NFPA standards will be passed along to the customer as an addon to the price set forth above. Unless accepted within 30 days from date, the right is reserved to withdraw this proposition. If applicable, all stock/demo units are available on first come, first served basis. Respectfully Submitted, Daron Wright Golden State Fire Apparatus, Inc. a) One 1 ) Velocity 105'HDL 828,098.70 b) Loose Equip. Mounting Allowance 12,000.00 ISMR i i ! • i i •` ! , s�� 'd) Delivery e) Performance Bond . �� ■ f) APPARATUS COST 856,467.48 g) Sales Tax@ 9.250% i) ��1,690.73 TOTAL PURCHASE PRICE PLEASE NOTE THE FOLLOWING ABOUT THIS QUOTATION: 1) Quotation is valid for thirty (30) calendar days from the date shown above unless otherwise approved by Pierce Manfacturing, Inc., 2) Payment options are available and are included under separate cover. One of these options may save your department a significant amount of money! Said apparatus and equipment are to be built and shipped in accordance with the specifications hereto attached, delays due to strikes, war or international conflict, failures to obtain chassis, materials, or other causes beyond our control not preventing, within about 240-270 CALENDAR DAYS after receipt of this order and the acceptance thereof at our office in Appleton, Wisconsin, and to be delivered to you at San Rafael, CA. The specifications herein contained shall form a part of the final contract and are subject to changes desired by the purchaser, provided such alterations are interlined prior to the acceptance by the company of the order to purchase, and provided such alterations do not materially affect the cost of the construction of the apparatus. The proposal for fire apparatus conforms with all Federal Department of Transportation (DOT) rules and regulations in effect at the time of bid, and with all National Fire Protection Association (NFPA) guidelines for Automotive Fire Apparatus as published at time of bid, except as modified by customer specifications. Any increased costs incurred by the first party because of future changes in or addons to said DOT or NFPA standards will be passed along to the customer as an addon to the price set forth above. Unless accepted within 30 days from date, the right is reserved to withdraw this proposition. If applicable, all stock/demo units are available on first come, first served basis. Respectfully Submitted, Daron Wright Golden State Fire Apparatus, Inc. INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRCC AGENDA DATE August i 18 ,2014 DEPARTMENT: Public Works DATE: August 7, 2014 APPROVINGTITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL OF i APPROVING THE PURCHASE OF A PIERCE LADDER TRUCK FOR THE 1 RAFAEL R DEPARTMENT P 1 ! SPECIFICATIONS 1! DEVELOPEDi ! 1 COSTA COUNTY 1 ! i i $935,690.73.i x .mill DepartmentHead(signature) 0 1 � (LOWER HALF OF FORM FOR APPROVALS ONLY) APP OV AS�,PU CIL 1 AGENCY APPROVED AS TO FORM: AGE EM: { City ana q er (sighptur City Attorney (signature) 0 1 �