City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: December 15, 2025
Report #:2509-5248
TITLE
Approval of a Purchase Order with Golden State Fire Apparatus in an Amount Not to Exceed $3,378,458, for the Purchase of One Hybrid Electric Pierce Enforcer Volterra 1500 GPM Pumper and One Diesel Pierce Enforcer 1500 GPM Pumper, Utilizing a Cooperative Purchase Agreement, as Part of the Scheduled Vehicle and Equipment Replacement Capital Improvement Fiscal Year 2025 and 2026 Projects (VR-25000 and VR-26000); CEQA Status – Not a Project
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute a purchase order with Golden State Fire Apparatus, Inc., in an amount not to exceed $3,378,458, for the purchase of One Hybrid Electric Pierce Enforcer Volterra 1500 GPM Pumper and One Diesel Pierce Enforcer 1500 GPM Pumper, utilizing a cooperative purchase agreement via Sourcewell, a cooperative purchasing agency serving government and not-for-profit organizations.
EXECUTIVE SUMMARY
Staff recommends approval of the procurement of one Hybrid Electric Pierce Enforcer Volterra 1500 GPM Pumper and one Diesel Pierce Enforcer 1500 GPM Pumper through a cooperative purchasing agreement with Sourcewell. The replacement of the City’s two 2009 Pierce Arrow XT Pumpers (Units 6144 and 6146) is necessary to maintain the reliability and effectiveness of the Fire Department’s emergency response operations. The proposed electric and diesel combination supports the City’s long-term fleet electrification goals while addressing current service needs and equipment availability constraints. Funding for both vehicles is included in the Fiscal Year 2025 and Fiscal Year 2026 Vehicle and Equipment Replacement Capital Improvement Projects (VR-25000 and VR-26000); the purchase of a diesel fire engine instead of an electric hybrid engine in Fiscal Year 2026 is consistent with the approach approved by Council during the FY2026 budget reduction discussions.
BACKGROUND
The Vehicle and Equipment Use, Maintenance, and Replacement Policy section 4-01 provides for the on-going replacement of City fleet vehicles and equipment. Replacements are scheduled using guidelines based on age, mileage accumulation, and obsolescence. The policy prescribes a replacement interval for Class 13 Fire Apparatus of 20 years or 85,000 miles. Replacement of unit 6144 was programmed in the Fiscal Year 2025 Scheduled Vehicle and Equipment Replacement Capital Improvement Program project (VR-25000) and unit 6146 was programmed in the Fiscal Year 2026 Scheduled Vehicle and Equipment Replacement Capital Improvement Program project (VR-26000).
Palo Alto’s fire engines are a cornerstone of the City’s emergency response infrastructure, enabling swift and effective intervention in life-threatening situations, including structure fires, medical emergencies, hazardous material incidents, and technical rescues. A fully operational fire engine ensures the protection of lives, property, and the environment while upholding the Fire Department’s commitment to community safety. The replacement of aging apparatuses with modern units is critical to maintaining service reliability, meeting evolving safety standards, and addressing the growing demands of the community. New fire engines will incorporate advanced technology, enhance firefighter safety, and reduce long-term operational costs, ensuring Palo Alto remains prepared for emergencies now and in the future.
Furthermore, the Fire Department is a partner in the California Disaster and Civil Defense Master Mutual Aid Agreement between the State of California, each of its counties, and incorporated cities and fire protection districts. In a typical fire season, the Fire Department, along with the other participating county agencies, is dispatched via the Governor’s Office of Emergency Services to incidents outside the county, but within the state. An engine can be utilized by the state for several weeks of the summer. For example, during the recent Palisades fire, the City of Palo Alto dispatched one fire engine to assist with the efforts for the maximum 16 days that is permitted.
ANALYSIS
Staff recommends replacing Unit 6144 and Unit 6146, which are both 2009 Pierce Arrow XT Pumpers (see Table #1 below). Both units well exceed the replacement criteria of 85,000 miles.
The Fire Department currently operates six frontline fire engines and only one reserve engine, after losing an engine to an accident in 2019 which rendered the unit a total loss. The goal is to rebuild the fleet so that two reserve engines are once again available for service.
Table #1: City of Palo Alto Fire Engine Fleet
Unit# Designation Location Current Mileage Replacement Yr 6151 Frontline FS 1 62,765 TBD
6146 Frontline FS 2 109,246 FY 2026
6145 Frontline FS 3 106,912 FY 2030
6150 Frontline FS 5 83,193 TBD
6144 Reserve FS 5 106,162 FY 2025
6148 Frontline FS 6 95,417 FY 2027
6149 Frontline FS 4 103,848 FY 2028
Unit 6144 has over 106,000 miles and is projected to reach approximately 120,000 miles by the time it will be replaced, with lifetime maintenance and operation costs exceeding $630,000.
The 16-year-old apparatus has begun to show signs of significant internal wear due to the age of the vehicle, leading to increased breakdowns and operational costs. Some of the issues include consistent oil leaks in the engine, engine control module replacements, a pump system upgrade, and both steering boxes being replaced. However, staff proposes retaining Unit 6144 in 2027 and transitioning it to frontline status in place of unit 6145, which would concurrently shift to reserve status. This realignment ensures continuity of service while maintaining fleet redundancy.
Unit 6146 has over 109,000 miles and is projected to exceed 130,000 by the time it will be replaced, with lifetime maintenance and operation costs exceeding $476,000. Recently, this vehicle underwent extensive upgrades to meet frontline standards after being transitioned from reserve status to replace another unit at Fire Station 2. Critical improvements included a fully revamped primer system, new hoses, a replacement gearbox, upgraded power steering, modern transmission controls, and new seat cushions.
Despite these upgrades, staff advises retiring Unit 6146 from frontline service and retaining it as a reserve apparatus once we take delivery of the new diesel engine in 2029. This strategy returns a second reserve unit to bolster operational flexibility and emergency readiness.
Additionally, unit 6148 is scheduled for replacement in FY 2027 and unit 6149 is scheduled in FY 2028. The remaining two frontline units, 6151 and 6150, will remain in service at Fire Station 1 and Fire Station 6, respectively.
The proposed replacement units integrate advanced technology, including modernized pumping systems, real-time data connectivity, and electronically controlled engines with self- diagnostic and reporting capabilities. The electric Pierce Volterra model incorporates a dual- power system consisting of a battery-electric primary driveline supported by a clean-diesel backup engine. This configuration allows the apparatus to operate in fully electric mode during most routine responses, significantly reducing emissions and noise, while the diesel engine automatically engages when extended operations, high-demand pumping, or low state-of- charge conditions require additional power. These apparatuses ensure compliance with safety standards, meeting both National Fire Protection Association (NFPA) guidelines and 2024/2025 California Air Resources Board (CARB) emissions requirements, thereby reducing carbon emissions and avoiding regulatory penalties.
The modern, electric pumper promises long-term cost efficiency through reduced fuel consumption and maintenance expenses compared to the outdated models, optimizing taxpayer investment. Delaying action risks further mechanical failures, inflated repair costs, and compromised emergency response capabilities. Proactive replacement and strategic fleet realignment safeguard public safety while advancing the City’s commitment to sustainability, reliability, and fiscal stewardship.
During the August 19, 2025 Finance Committee meeting and the subsequent Council meeting approving $6 million in budget reductions, it was determined that the acquisition plan should shift from two Pierce electric engines to one electric Pierce Volterra and one diesel engine to meet the required budget reduction targets. Committee members also inquired whether purchasing a diesel engine conflicted with the City’s sustainability goals and whether alternative options, such as hybrid or used apparatus, had been evaluated. While the City remains committed to long-term fleet electrification, the adjusted approach provides necessary cost savings and maintains operational readiness, particularly given the estimated 16-month lead time for the Volterra compared to approximately 51 months for a diesel engine. Proceeding with one diesel and one electric engine allows the Department to ensure service reliability while also assessing the Volterra’s performance in daily operations before initiating a second electric engine purchase. Additionally, the new Fire Station 4 is being outfitted with Level 3 DC fast-charging infrastructure to support future electric fire engines and ambulances.
Procurement Process
Palo Alto Municipal Code section 2.30.360 (j) allows the use of cooperative purchasing agreements in lieu of conducting a competitive solicitation. Golden State Fire Apparatus, Inc., was awarded a contract by Sourcewell, a cooperative purchasing agency serving governmental, higher education, K-12 education, not-for-profit, tribal government, and other public agencies.
Sourcewell conducted a Request for Proposals under which Golden State Fire Apparatus, Inc., was an awarded vendor. A request for quotations was sent to Sourcewell, and staff received the two separate quotes from Golden State Fire Apparatus, Inc., on September 15, 2025.
Two payment options were provided by Golden State Fire Apparatus, Inc. for each vehicle type.
Electric:
1. Payment Option A - 100% pre-payment for an amount of $2,216,588.43
2. Payment Option B - Payment upon delivery of unit for an amount of $2,369,052.96 Diesel:
1. Payment Option A - 100% pre-payment for an amount of $1,161,869.29
2. Payment Option B - Payment upon delivery of unit for an amount of $1,373,009.55 Staff recommends approval of the quotation (Attachment A), with Payment Option A, 100% pre-payment at issuance of PO for savings of over $363,600 between both pumpers. The quotation version provided in Attachment A has been reduced for printing purposes and is not the full quotation with all specifications.
FISCAL/RESOURCE IMPACT
Funding to replace these units has been collected over the life of the vehicles through the annual Vehicle Replacement allocated charge to the Fire Department. The funding for these replacements is available in the Fiscal Year 2025 Scheduled Vehicle and Equipment Replacement Capital Improvement Program project (VR-25000) and the Fiscal Year 2026 Scheduled Vehicle and Equipment Replacement Capital Improvement Program project (VR- 26000).
STAKEHOLDER ENGAGEMENT
Requests for vehicle replacements are presented to the Fleet Review Committee (FRC) for approval during the development of the proposed budget and any deviation from these plans is also reviewed by the FRC. The FRC is comprised of executive leadership representatives from the Public Works and Administrative Services Departments and the City Manager’s Office.
Additionally, Fleet staff review proposed vehicle replacements with the departments using the vehicles. FRC approved the replacement of these vehicles through the scheduled five-year replacement review as part of the development of the FY 2025 and FY 2026 Budgets.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the purchase of a new fleet vehicle is a continuing administrative or maintenance activity. CEQA Guidelines section 15378(b)(2).
ATTACHMENTS
Attachment A: Golden State Fire Apparatus Quotes
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer