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 # 5170) DOC ID: 5170
Updated: 5/16/2024 7:43 AM by Dina Lewis Page 1
PURCHASE OF TWO UTILITY TERRAIN VEHICLES - Authorize the City Manager to Execute a Purchase Order and Utilize the Sourcewell Contract with Polaris Sales Inc. to Purchase two Polaris Utility Terrain Vehicles (UTV) 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 her designee to execute a purchase order and use the terms of the cooperative agreement with Sourcewell to purchase two Utility Terrain Vehicles (UTV) for the Fire Department in the amount of $111,057.
BACKGROUND: Fremont Fire provides emergency response to over 6,500 acres of designated recreational land and often utilizes the UTVs to transport critically ill or injured patients from areas with limited access. The UTVs currently being used have limited capabilities and newer models can provide enhanced responses and service delivery.
DISCUSSION/ANALYSIS: The Fremont Fire Department is responsible for large geographic areas that are open to the public for recreation. These areas include local, regional and federal lands: Mission Peak Regional Preserve, Coyote Hills Regional Park, Vargas Plateau Regional Park, Quarry Lakes Regional Park, Don Edwards San Francisco Bay National Wildlife Refuge, Alameda Creek Trails, Fremont Central Park and Fremont Park Golf Club. Access to remote areas within some of these parks is often only accessible with a Utility Vehicle (UTV) especially during the rainy season when trails are too muddy for pickup trucks or fire apparatus to travel.
Currently the Fremont Fire Department utilizes two UTVs that have been modified for EMS/Rescue operations. The UTVs are cross staffed by the crews at their respective stations. These UTVs are underpowered for the steep terrain, and too small for patients, crew, and gear. The UTVs being recommended for purchase have improved suspension, braking, drivetrain and increased weight rating capacities and would be better suited for the response areas. Our current UTVs could then be relocated to fill in the response area gaps in the flatter portions of jurisdiction.
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.
Council Staff Report (ID # 5170) Meeting of May 21, 2024 Updated: 5/16/2024 7:43 AM by Dina Lewis Page 2
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 2020, Sourcewell entered into a contract with Polaris for the purchase of utility vehicles. The solicitation method meets the requirements of the City’s Purchasing Ordinance, and the terms of purchase in the recommended City contract with Polaris are materially the same as those of the Polaris 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 Polaris.
FISCAL IMPACT: 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 her designee to issue a purchase order to Polaris Sales for two UTV’s in a total amount not to exceed $111,057 using the terms of the Sourcewell contract to be paid through the Fire Capital Replacement Fund (Fund 615).