ADMINISTRATIVE REPORT
MEETING DATE: May 28, 2025 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: May 19, 2025
SUBJECT: Dispense with Bidding for the purchase of one Spartan Heavy Rescue Fire Truck for the Fire Department.
1. Resolution determining that a Spartan Heavy Rescue Fire Truck can most efficiently be obtained through cooperative procurement bidding procedures from Fire Apparatus Solutions, on behalf of Spartan Emergency Response and authorizing the Finance Director to dispense with bidding thereof, not to exceed $2,064,471.
2. Appropriate $2,064,471 Equipment Management Fund balance to the Public Works Department’s Operating budget within the Equipment Management Fund to fund the purchase of one unit.
RECOMMENDATION:
Staff recommend adoption of the resolution and approval of the appropriation and purchase.
BACKGROUND:
This purchase of one Spartan Heavy Recue Fire Truck was initially proposed for purchase in the 2026 -2027 budget year. However, early acquisition of the unit will guarantee current Sourcewell contract pricing and will secure placement in production line that has an extended waiting period. Proposed build time for the unit is 800 calendar days from the order date. The purchase of the new unit will replace a unit that has been in service for over 19 years and meet the criteria for replacement as determined by the Fleet Division.
The City municipal code section 3.20.060(D)(6) allows the City to dispense with bidding when it is determined that the equipment is not available from local vendors and that it is in the best interests of the City, and to the City’s economic advantage that such equipment be obtained at the lowest possible cost by entering into a cooperative procurement contract that was competitively bid within the last thirty-six months or is one that is still active and valid.
Spartan Emergency Response has entered into a competitive procurement contract with Sourcewell to offer discount pricing for Spartan fire equipment. Staff recommend adoption of the Resolution to dispense with bidding for the purchase of one Spartan Heavy Rescue Fire Truck from Fire Apparatus Solutions, the California dealership for Spartan Emergency Response, not to exceed $2,064,471.
FISCAL IMPACT:
This early acquisition will require a full appropriation of $2,064,471 from Equipment Fund balance to the Public Works Department’s Operating Budget within the Equipment Management Fund to complete the purchase of one unit. The fund will continue to accumulate the cost of the vehicle during the next two years through the standard internal rate recovery process until the new piece of equipment is placed in service.
COUNCIL GOAL:
Innovative and Efficient City Government
ATTACHMENTS:
1. Resolution
2. Quote