TO:
FROM:
SUBJECT:
Agenda Report
Honorable Mayor and City Council
Fire Department
January 10, 2022
AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT
WITH SOUTH COAST FIRE EQUIPMENT, INC. FOR THE PURCHASE
OF TWO REPLACEMENT 2022 PIERCE ARROW XT TRIPLE
COMBINATION FIRE ENGINES FOR A TOTAL OF $1,952,961
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b )(3), the General Rule that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to enter into a purchase order contract with South Coast Fire Equipment, Inc. for the purchase of two Pierce Arrow XT Triple Combination Fire Engines in an amount not to exceed $1,952,961. Neither Competitive Bidding nor Competitive Selection are required pursuant to City Charter Section 1002(h) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities.
BACKGROUND:
The Pasadena Fire Department (PFD) is an "All Hazard" response agency which responds to all calls for public assistance including emergency medical service, fires, technical rescues and other hazards. The PFD currently operates thirteen (13) fire engines/pumpers, eight (8) of which are front line fire engines and five (5) in reserve status.
The two new Pierce Arrow XT Engines will be housed at Fire Station 31 and Fire Station
34. They will be placed into front line service to assist with over 4,500 annual service calls and 2,000 annual service calls, respectively. Upon delivery of the new Pierce Arrow XT Engines, vehicle #2321 at Fire Station 31 will be moved to reserve status and reserve fire engine #0138 will be salvaged . Vehicle #2321, is a 2008 Seagrave fire I
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01/10/2022 j MEETING OF _ __ _______ _ AGENDA ITEM NO. 7 • Authorizatio n to Enter Into a Purchase Order Contract with South Coast Fire Equipm ent, Inc.
January 10, 2022
engine with over 92,181 miles; the vehicle being salvaged, #0138, is a 1996 Seagrave fire engine with over 264,088 miles and has exceeded its useful life. Additionally, vehicle #2322 at Fire Station 34 will be moved to reserve status and reserve fire engine #3405 will be salvaged. Vehicle #2322 , is a 2008 Seagrave fire engine with over 87,865 miles ; the vehicle being salvaged, #3405, is a 1994 Pierce fire engine with over 158,935 miles and has exceeded its useful life. Attachments A and B contain the Vehicle Condition Reports.
A fire engine for an "All Hazard" agency must be responsive to the unique needs of the City it serves . In preparation for this purchase , the PFD convened a committee to develop the vehicle specifications based on current and future departmental needs . This committee was comprised of a diverse selection of departmental staff, Fire Captains, Fire Engineers, Firefighters, and other experienced personnel including mechanics from Fleet Maintenance.
The committee solicited input from the entire department and consulted with the personnel to be assigned to this equipment in order to determine the capabilities and features required of the new engines. Fire Department and Fleet Maintenance personnel also conducted a tour of the Pierce Manufacturing Plant. Furthermore , committee members consulted other local area agencies (Cities of Arcadia, San Marino , Los Angeles , Torrance, and Redondo Beach) to evaluate their satisfaction with their existing Pierce apparatus . Based on the existing fleet of fire engines and the specific needs of the PFD, the Pierce Arrow XT model was determined by the committee to be the best fit. This proposed purchase is in line with the current fleet of fire apparatus, which is critically important as apparatus standardization improves firefighter safety and efficiency .
The Houston Galveston Area Council (HGAC) is one of the largest regional planning commissions in the country and focuses on providing purchasing solutions to jurisdictions. One such effort managed by HGAC is HGACBuy, a nationwide government procurement service which aims to make the process more efficient.
HGACBuy awards contracts through a public competitive procurement process ; contracts are available to participating members such as the City of Pasadena . On June 27, 2019 , HGACBuy issued an invitation to submit competitive bids for "Fire Service Apparatus (All Types)". The bid closed on July 24, 2019 and 29 bids were received.
HGACBuy recommended awarding Pierce and its subsidiaries such as South Coast Fire Equipment , Inc. the contract for the following categories :
• Aerials;
• Wildland Fire Apparatus ;
• Pumper Fire Apparatus:
• Special Service Apparatus; and
• Pumper/Tankers and Tankers .
Purchasing the requested fire engines/pumpers utilizing the HGACBuy contract is in the City's best interest as it reduces the amount of time required to take delivery of new , Authorization to Enter Into a Purchase Order Contract with South Coast Fire Equipment , Inc.
January 10, 2022
equipment and eliminates the need to solicit for items that are already competitively price. There are no vendors located in Pasadena that provide this equipment.
Additionally, HGACBuy awards its contracts through a competitive bid process, ensuring cost competitiveness of the purchases. South Coast Fire Equipment, Inc., the exclusive authorized dealer of Pierce fire apparatus in Southern California, has agreed to extend the contract prices, terms , and conditions of this contract to the City of Pasadena for the purchase of two new 2022 Pierce Arrow XT Triple Combination Fire Engines using the HGACBuy Contract FS12-19. The vehicle will be delivered within approximately 14 months after receipt of purchase order.
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety.
ENVIRONMENTAL ANALYSIS:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin. ◄ Authorization to Enter Into a Purchase Order Contra ct with South Coast Fire Equipment , Inc.
January 10, 2022
FISCAL IMPACT:
The cost of this action is $1,952,961 . Funding for this action will be addressed in the FY 2023 operating budget as the Public Works Department's Building Systems and Fleet Management Division will be appropriating Year 2 of the 3-Year Fleet Replacement Plan in account 50322060-850500. Indirect and support costs such as maintenance and repairs are anticipated to be $375,000 over the 20 year lifecycle of the vehicle , and will be addressed annually by utilization of budgeted appropriations in the Fire Department's operating budget account 10131015-861600 .
Prepared by:
stepharueCha
Management Analyst IV
Fire Department
Approved by:
c~g~
cefTHIA J. Kyiuz
Interim City Manag:
Respectfully submitted,
CHA~~
Fire Chief
Fire Department
Attachment A - Vehicle No. 2321 and Vehicle No. 2322 Condition Reports Attachment B - Vehicle No. 0138 and Vehicle No. 3405 Condition Reports