Agenda Item
City Council
Item #: 3.15. 9/13/2022 File #: 22-0493
TO: Honorable Mayor and Members of the City Council
THRU: Rob Houston, City Manager
FROM: Christopher Cash, Public Works Director
1. SUBJECT
Authorize purchase of twenty-nine vehicles and equipment for various departments using a Cooperative Purchasing Agreement.
2. SUMMARY
Purchase and equip twenty-nine vehicles and equipment for various departments from South Coast Fire Equipment, Red Sky, National Auto Fleet Group, and Caterpillar, and donate fire apparatus to Queretaro, Mexico. The City Council has previously approved the Cooperative Purchasing Agreement as a vehicle and equipment procurement standard.
3. RECOMMENDED ACTION
1. Approve the purchase of one Pierce Tiller Arrow XT Fire Engine from South Coast Fire Equipment for $1,037,766.
2. Authorize the replaced Fire Seagrave Pumper, 2003 Seagrave, to be donated to Queretaro, Mexico.
3. Approve the purchase of one Ambulance from Red Sky for $444,772.
4. Approve the purchase of three Chevrolet Bolts, one Chevrolet Tahoe, one Dodge Durango, nine Ford F-150s, three Ford Explorers, one Ford Transit and five Ford Explorer Pursuits from the National Auto Fleet Group for a total of $972,122.
5. Approve the purchase of two backhoes and two trailers from Caterpillar for a total of $435,591.
6. Approve the purchase of safety equipment and supplies needed to equip the Fire Apparatus (Engine, Ambulance, and Pursuit vehicles) from various lowest qualified vendors for a total of $553,471.
4. FISCAL IMPACT
The total expenditure for these purchases is $3,443,722 and will be funded through to following:
Vehicle Replacement (720) $3,303,339
AQMD-AB 2766 Air Pollution Reduction (245) $98,563
Motor Vehicle Replacements (220) $41,820
Total $3,443,722
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Item #: 3.15. 9/13/2022 File #: 22-0493
Vehicle Replacement (720) $3,303,339
AQMD-AB 2766 Air Pollution Reduction (245) $98,563
Motor Vehicle Replacements (220) $41,820
Total $3,443,722
5. STRATEGIC PLAN GOALS
Goal 1: Provide for a safe community
a: Provide staffing and resources to deliver services that ensure public safety.
Goal 2: Be a fiscally healthy community
a: Expend fiscal resources responsibly.
6. DISCUSSION AND BACKGROUND
The City Council has previously authorized a Cooperative Purchasing Agreement (CPA) using Houston-Galveston Area Council (HGAC) and Sourcewell as the standard for vehicle and equipment procurement, and this purchase is a continuation of that policy.
The replacement fire apparatus will be procured from Pierce Manufacturing and their local dealer, South Coast Fire Equipment through contract No. FS12-19 by HGAC for $1,037,766. The City has purchased fleet vehicles from South Coast Fire Equipment over the past six years. The City will receive a 4% discount ($35,639) on the apparatus net price using the HGAC contract and an upfront payment. The purchase price includes a performance bond for $2,239 to secure the upfront payment.
Upon placement of the order, the apparatus will take 25-26 months to build and equip, which is longer than previous orders of 16-18 months. The calculation for depreciation estimates the value of the replacement vehicle 2007 Seagrave Pumper, to be $6,500 to $8,500.
Like the fire engine, Braun and their local dealer Red Sky Emergency Vehicles were awarded contract number AM20BA16 for $444,772. The City has purchased fleet vehicles from Red Sky over the past five years. It will receive a repeat customer discount of ($28,753) and a prepayment discount of ($6,000) on the apparatus net price using the HGAC contract and an upfront payment for a total discount of ($34,753). The purchase price includes a performance bond for $2,000 to secure the upfront payment. Upon placement of the order, the apparatus will take 24-26 months to build and equip.
With the procurement of the new fire apparatus, Unit No. 1393, a 2003 Seagrave Reserve Fire Engine with 115,300 miles, will be coming out of service. Staff recommends donating the vehicle and the used fire equipment to the Queretaro Fire Department. Queretaro, Mexico, has been a sister city to the City of Orange for the past five decades. The fire service is a global community. Many fire departments help under-resourced fire departments in developing countries by providing firefighting gear and equipment that has reached the end of its service lifecycle in the U.S. but still has value for firefighters who may be using more senior gear and equipment. The calculation for depreciation estimates the value of the 2003 Seagrave Pumper to be $6,500 to $8,500.
National Auto Fleet was also awarded a Sourcewell contract number 120716-NAF for Cars, Trucks, Vans, SUVs, and Other Vehicles. Through this contract, National Auto Fleet Group pricing discounts range from 25.86% to 1% across 15 manufacturers, depending on the model. The average discount for this transaction is 10.87%, for a total savings of $102,164. This purchase includes three Chevrolet Bolts, one Chevrolet Tahoe, one Dodge Durango, nine Ford F-150s, three Ford Explorers, and five Ford Explorer Pursuits for $972,122.
Current or New Vehicle Replacement Vehicle Replacement Cost (3) New vehicles add to fleet (3) Chevrolet Bolt $98,564 (1) 2012 Dodge Charger (1) Chevrolet Tahoe $51,657
(1) 1999 Crown Victoria (1) Dodge Durango Pursuit $45,678 (5) 2018 Ford Explorer Pursuit (5) Ford Explorer Pursuit $265,169 (3) 2000/2001 Ford Explorer (3) Ford Explorer $114,335
(9) 2000/2001 Ford F-150 (9) Ford F-150 $344,286
(1) 2000 E-350 Club Wagon (1) Ford Transit $52,433
Total $972,122
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Item #: 3.15. 9/13/2022 File #: 22-0493Current or New Vehicle Replacement Vehicle Replacement Cost (3) New vehicles add to fleet (3) Chevrolet Bolt $98,564 (1) 2012 Dodge Charger (1) Chevrolet Tahoe $51,657
(1) 1999 Crown Victoria (1) Dodge Durango Pursuit $45,678 (5) 2018 Ford Explorer Pursuit (5) Ford Explorer Pursuit $265,169 (3) 2000/2001 Ford Explorer (3) Ford Explorer $114,335
(9) 2000/2001 Ford F-150 (9) Ford F-150 $344,286
(1) 2000 E-350 Club Wagon (1) Ford Transit $52,433
Total $972,122
This report includes the staff's recommendation to replace two twenty-plus-years old backhoes and trailers for the Public Works Department. Sourcewell awarded Caterpillar contract number 032119, and through this contract, the City will receive a 22% discount ($45,883) for the backhoes and a 10% discount ($4,382) for the trailers for a total cost of $435,591.
In addition to purchasing the safety vehicles, staff will use several lowest qualified vendors to equip the new engine, ambulance, and pursuit vehicles for communications and other safety equipment, not to exceed $553,471.
As is customary in public agencies, surplus vehicles will be auctioned after removing all equipment for approximately $10,000.
7. ATTACHMENTS
· CPA bids are available for review in the Purchasing Division · Letter from Bomberos Queretaro
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