TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Michael Lang, Fire Chief
Steve S. Charelian, Finance Director
Julie Bondarchuk, Financial Controller
Mario Hernandez, Purchasing Supervisor
SUBJECT:Title
Consideration of a Purchase of One Budgeted Replacement Fire Engine from South Coast Fire Equipment in the Amount of $855,404.52 (Fire Chief Lang).
A) WAIVE FORMAL BIDDING
B) AUTHORIZE PURCHASE
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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 $855,404.52.
FISCAL IMPLICATIONS:
Funds totaling $984,164 are budgeted in the Fiscal Year 2021-2022 Fleet Management Fund for the purchase and equipping of this vehicle. The vehicle cost is $855,404.52. The remaining budgeted funds of $128,759.48 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.
The Finance Department is reviewing financing options for the fire engine. Due to the fact that delivery will take approximately 19 months from time of order, staff may return to City Council at a later date with lease/purchase financing documents if necessary.
BACKGROUND:
The Fiscal Year 2021-2022 budget includes funding for vehicles in the City’s fleet that need to be replaced in order to maintain service levels, reduce repair costs and provide for cost-effective fleet operations. Due to the long build time associated with large vehicles of this nature, staff is requesting approval in the current fiscal year to encumber the funds for expenditure in the next budget year.
The Fire Department operates a fleet of four fire engines. This includes two front line units (2012 KME and 2018 E-One Pumper with ladder) and two reserve units (2000 American LaFrance pumper and 2005 E-One pumper with ladder). The general service life of a fire engine in municipal service is twenty years (ten years as a front line unit, ten years as a reserve). Currently, the City’s oldest fire engine is the 2000 American La France pumper. After 22 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 2012 KME pumper will be moved to reserve status, thus placing the newest (Pierce Arrow XT Triple Combination) engine as the front line apparatus.
DISCUSSION:
This purchase is for the replacement of a 2000 American La France pumper, 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 Arrow XT Triple Combination engine would be the only viable option. A “triple combination” 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, and hoses. 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 Arrow XT Triple Combination engine on Sourcewell.
Sourcewell, formally known as the National Joint Powers Alliance, is a national municipal contracting agency which 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 April 2018, Sourcewell formally solicited bids for a triple combination pumper and Pierce Manufacturing was awarded a multiyear contract through April 16, 2022. The current contract pricing can only be held until the first week of February 2022. After that time, new pricing will be in place, and the same vehicle will cost over $60,000 more. Therefore, it is fiscally prudent to purchase the vehicle now to maximize 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 #022818-PMI.
If this purchase is approved, the new fire engine will arrive within 19 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
2. Arrow XT Engine Specification