TO:
Honorable Mayor and Members of the City Council
THROUGH:
Talyn Mirzakhanian, City Manager
FROM:
Michael Lang, Interim Fire Chief
Libby Bretthauer, Acting Finance Director
Mario Hernandez, Purchasing Supervisor
Sarah Michael, Senior Management Analyst
SUBJECT:...Title
Consideration of a Purchase of One Budgeted Replacement Fire Engine from South Coast Fire Equipment in the Amount of $1,593,170 (Budgeted) (Interim Fire Chief Lang).
A) WAIVE FORMAL BIDDING DUE TO COOPERATIVE AGREEMENT
B) AUTHORIZE PURCHASE
Line
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,Recommended Action
RECOMMENDATION:
Staff recommends that the City Council waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing) and approve the purchase of one budgeted replacement fire engine from South Coast Fire Equipment in the amount of $1,593,170.
FISCAL IMPLICATIONS:
Funds totaling $2,000,000 are budgeted in the Fiscal Year 2024-2025 Fleet Management Fund for the purchase. The prepayment option costs $1,593,170 with a savings of $248,842. The remaining budgeted funds of $406,830 will be used to outfit this vehicle with the necessary safety, communications equipment, and tools. Any unspent budgeted funds will be returned to the Fleet Management Fund balance.
BACKGROUND:
The Fiscal Year 2024-2025 budget includes funding for vehicles in the City’s fleet that need to be replaced to maintain service levels, reduce repair costs and provide cost-effective fleet operations. Due to the long build time (48 months) associated with large vehicles of this nature, staff is requesting approval in the current fiscal year to encumber the funds for expenditure in this fiscal budget year.
The Fire Department operates a fleet of four fire engines. This includes two front-line units (2018 E-One Pumper with ladder and 2025 Pierce Arrow XT Triple Combination Engine) and two reserve units (2005 E-One Pumper with ladder and 2012 KME Pumper). The general service life of a fire engine in municipal service is 20 years (10 years as a front-line unit, 10 years as a reserve). Currently, the City’s oldest fire engine is the 2005 E-1 Pumper with Ladder. After 20 years of emergency service, it has lost reliability, and parts are increasingly difficult to obtain. As such, this reserve vehicle has surpassed its lifespan under the normal fire service standards and, therefore, will be eliminated from the City’s Fleet inventory. The current front-line 2018 E-1 Pumper with ladder will be moved to reserve status, thus placing the newest (2029 Pierce Enforcer 75’ Aerial) engine as the front-line apparatus.
DISCUSSION:
This purchase is for the replacement of a 2005 E-1 Pumper with ladder, which has reached end of service life. Fire Department staff reviewed several fire engines to determine which make and model meets the City’s needs. This engine must be able to navigate all areas of the City due to steep inclines and narrow alleyways. Upon reviewing possible fire engines, it was concluded that a Pierce Enforcer 75’ Aerial engine would be the only viable option. A “Quint” fire pumper provides the following key resources to firefighters during a fire incident: transportation to the fire scene; supply of water with which to fight fire; and means to carry their tools, equipment, hoses, an aerial ladder device, and a full complement of ground ladders. This not only meets the City’s needs for a fire engine but falls in line with other Area “G” cities who also use Pierce fire engines. Staff located an existing contract on a Pierce Enforcer 75’ Aerial engine on Sourcewell.
Sourcewell, formerly known as the National Joint Powers Alliance, is a national municipal contracting agency that establishes and provides nationally leveraged and competitively solicited purchasing contracts that can be utilized by member agencies such as the City of Manhattan Beach. In October 2021, Sourcewell formally solicited bids for Firefighting Apparatus and Fire Service Vehicles, and Pierce Manufacturing was awarded a multi-year contract through February 10, 2026. The current contract pricing can only be held until May 16, 2025. After that time, new higher pricing will be in place. Therefore, it is fiscally prudent to purchase the vehicle now to maximize savings. Additionally, the Department was presented with two payment options: (1) a 100% cash pre-payment ($1,593,170) at the time of purchase order issuance, or (2) a deferred payment option ($1,842,012) at the time of delivery. Selecting the 100% cash pre-payment option at the time of issuance of a purchase order will save the city $248,842, furthering the cost savings.
Staff recommends that the City Council waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing), which allows the City to forego the formal bidding process for purchases of equipment obtained through a cooperative competitive bidding procedure processed through another government agency. South Coast Fire Equipment is the authorized dealer for Pierce Manufacturing in Southern California. This vendor has agreed to extend the contract prices, terms, and conditions under Sourcewell Contract #113021-OKC.
Therefore, staff recommends that the City Council approve the purchase of one budgeted replacement fire engine from South Coast Fire Equipment, selecting the option of 100% cash pre-payment in the amount of $1,593,170. If this purchase is approved, the new fire engine will arrive within 48 months of receipt of the purchase order. The oldest reserve unit will be declared surplus and sold for the highest attainable value.
PUBLIC OUTREACH:
After analysis, staff determined that public outreach was not required for this purchase.
ENVIRONMENTAL REVIEW:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin.
LEGAL REVIEW:
This purchase will be effected through a standard City purchase order with the City’s customary terms and conditions applied. No further legal review is required.
ATTACHMENTS:
1. South Coast Fire Equipment Quote (April 24, 2025)
2. Pierce Enforcer 75’ Aerial Engine Specification
3. Agreement - Sourcewell