Fremont City Council Meeting: 11/07/23 07:00 PM
3300 Capitol Avenue Div/Dept: Fire Department
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5020) DOC ID: 5020
Updated: 11/1/2023 8:40 AM by Susan Gauthier Page 1
APPROVE AND AUTHORIZE CITY MANAGER TO PURCHASE A TYPE 3 FIRE ENGINE - Approve and Authorize City Manager to Execute a Purchase Order Using the Houston-Galveston Area Council (HGACBuy) Cooperative Purchasing Program for One Wildland Fire Apparatus in an Amount Not To Exceed $599,945.29.
Contact Persons:
Name: Corina Campbell Heather Mozdean
Title: Business Manager Deputy Fire Chief
Div/Dept: Fire Department Fire Department
Phone: 510-494-4200 (510) 494-4281
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate the use of the Houston Galveston Area Council (HGAC) Buy Program contract to acquire one BME Type 3 Wildland Fire Engine for the Fire Department in an amount not to exceed $599,945.29 through Golden State Fire Apparatus.
BACKGROUND: The replacement schedule for Fire Department vehicles has been established based on service life, reasonable maintenance costs, technology advancement and safe operations. Currently, Fire Department engines have a first-line service life of 15 years. A vehicle may be replaced earlier or later, however, if safety and maintenance so warrant.
The Fire Department’s Type 3 Engine is widely used in wildland urban interface fire response because of its versatility, maneuverability, off-road abilities, and its fire suppression capabilities. The vehicle has the capability to drive with the pump engaged so that a firefighter can spray water on a fire while the vehicle is rolling. The specifications for the Type 3 match the platform used for Cal Fire and Cal OES. The engine will have access to major component compatibility and incident ground support on California fires which makes finding parts and making repairs easy.
The Type 3 Engine to be replaced was purchased in 2008 and has exceeded its recommended service life. There is an estimated 18-month construction process to build the Type 3 from the time the chassis is received from BME, which means it will be placed in service in FY 2025/26. The replacement cost includes radios, in-cab communications systems, light bars, sirens and all other emergency response equipment.
DISCUSSION/ANALYSIS: Pursuant to the City’s Purchasing Ordinance, Section
3.20.310(b), the City is authorized to “piggyback” and enter into a contract to buy equipment or services based on the terms of an existing contract between the contractor and another public agency without competitive bidding. To qualify, the terms of purchase in the City’s proposed contract must be materially the same as those of the existing contract, and the contract must have resulted from procurement methods similar to those required by the Purchasing Ordinance.
Council Staff Report (ID # 5020) Meeting of November 7, 2023 Updated: 11/1/2023 8:40 AM by Susan Gauthier Page 2
The Cooperative Purchasing Program (HGACBuy) of the Houston-Galveston Area Council of Governments is a national cooperative procurement program offering its member agencies access to publicly solicited contracts. As a member of HGACBuy, the City has the opportunity to realize cost savings by utilizing existing HGACBuy contracts.
Pursuant to a public solicitation in 2019, HGACBuy entered into a contract with Golden State Fire Apparatus (GSFA) for the purchase of fire apparatus, including BME engines. The solicitation method was similar to that required by the City’s Purchasing Ordinance and the terms of purchase in the recommended City contract with GSFA are materially the same as those of the GSFA contract with HGACBuy. As specified in the Purchasing Ordinance, the Finance Director and the City Manager have approved the proposed use of the HGACBuy contract with GSFA.
Staff recommends that the City purchase the replacement Type 3 Fire Engine using the terms of the HGACBuy contract with GSFA as the City will receive a savings of $7,206 by using those terms.
FISCAL IMPACT: The budget allocation for this purchase was included in the FY 2023/24 adopted budget for the Fire Capital Replacement Fund. The allocation includes contingency funds in the event that unanticipated modifications need to be made to the vehicle before it can be put into service.
The total price quote of $599,945.29 from GSFA includes an HGACBuy discount of $7,206.
The sales/use tax for the purchase of the apparatus will be paid directly by the City to the State of California though a direct use tax payment upon delivery of the apparatus. This direct payment will benefit the City because the total amount of the City’s share of the sales tax will be allocated back to the City, rather than being shared with all Alameda County cities through the countywide sales tax pool.
ENVIRONMENTAL REVIEW: The actions recommended in this report are not projects subject to review under the California Environmental Quality Act (CEQA) per CEQA Guideline section 15378(b)(2) as they are administrative activities of government.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or designee to issue a purchase order to Golden State Fire Apparatus for a BME Type 3 Wildland Engine in an amount not to exceed $599,945.29 using the HGACBuy cooperative purchase program.