Fremont City Council Meeting: 05/21/24 07:00 PM
3300 Capitol Avenue Div/Dept: Fire Department
Fremont, CA 94538 Category: Property Acquisitions & Dispositions
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5160) DOC ID: 5160
Updated: 5/16/2024 7:28 AM by Dina Lewis Page 1
PURCHASE OF A PIERCE HAZARDOUS MATERIALS VEHICLE - Authorize the City Manager to Execute a Purchase Order and Utilize the Sourcewell Contract with Golden State Fire Apparatus to Purchase a Pierce Hazardous Materials Vehicle
Contact Persons:
Name: Corina Campbell Heather Mozdean
Title: Business Manager Deputy Fire Chief
Div/Dept: Fire Department Fire Department
Phone: 510-494-4200 (510) 494-4200
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to authorize the City Manager or designee to execute a purchase order and use the terms of the Cooperative Sourcewell contract with Golden State Fire Apparatus (GSFA) to purchase a Pierce Hazardous Materials Vehicle in a total amount not to exceed $1,778,567.
BACKGROUND: The Fire Department has established a standardized fleet of fire apparatus.
At the organizational level, apparatus with identical operating and performance features allow Fire Department senior staff to take a consistent operational approach to an incident regardless of which company responds. Standardized training/outfitting based on a single equipment type also allows Fleet Maintenance Services to stock a smaller inventory of replacement parts and minimize maintenance costs. These benefits to the City, including both higher performance and lower cost, make compatibility with the existing fleet an overriding procurement consideration.
The replacement schedule for Fire Department apparatus has been established based on service life, reasonable maintenance costs, technology advancement and safe operations.
The Fire Department’s 2002 Hazardous Materials Vehicle has a service life of 20 years.
There is currently an estimated three to four year construction process to build the new vehicle, which means replacement apparatus ordered within the next month would not be available for service until FY2027/28.
DISCUSSION/ANALYSIS: The Fremont Fire Department deploys a variety of specialized vehicles to meet our response needs. The City of Fremont has a significant amount of industry that utilizes hazardous materials in their operations. In addition, daily hazardous materials are transported throughout our jurisdiction via railroad and highways. Although heavily regulated, these hazardous materials do have the potential for emergency incidents.
In order to respond to hazardous materials incidents, the department currently deploys a hazardous materials unit. The hazmat unit and team were recently recertified by CAL-OES as a Type 2 team. The typing reflects the level of training of the hazmat team members and the required inventory on the hazmat unit.
The current hazmat vehicle was purchased in 2002, and the projected lifespan for a specialized vehicle of this nature is 20 years. The diesel motor in our current vehicle does not meet emission standards and cannot be retrofitted with a new motor. The vehicle also Council Staff Report (ID # 5160) Meeting of May 21, 2024 Updated: 5/16/2024 7:28 AM by Dina Lewis Page 2
requires increased maintenance as the components age. Replacing our current hazmat vehicle with a new Pierce apparatus will provide a modern version of our current unit but with increased reliability and reduced carbon emissions.
Use of Another Agency’s Contract Terms
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.
The Cooperative Purchasing Program Sourcewell is a national cooperative procurement program offering its member agencies access to publicly solicited contracts. As a member of Sourcewell, the City has the opportunity to realize cost savings by utilizing existing Sourcewell contracts.
Pursuant to a public solicitation in 2021, Sourcewell entered into a contract with Golden State Fire Apparatus (GSFA) for the purchase of fire apparatus, which included Pierce Hazardous Materials Vehicles. The solicitation method meets the requirements of 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 Sourcewell. As specified in the Purchasing Ordinance, the Finance Director and the City Manager have approved the proposed use of the Sourcewell contract with GSFA.
FISCAL IMPACT: The total price quote from GSFA includes a total discount of $90,688 and a prepayment discount of $146,340. The sales/use tax for the purchase of $164,972 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. Funding for this project is allocated in the Fire Capital Replacement Fund (Fund 615).
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 Pierce Hazardous Materials Vehicle in a total amount not to exceed $1,778,567 using the terms of the Sourcewell contract to be paid through the Fire Capital Replacement Fund (Fund 615).