TO:
FROM:
SUBJECT:
Agenda Report
Honorable Mayor and City Council
Fire Department
March 21, 2022
AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT
WITH 72 HOUR LLC (OBA: CHEVROLET OF WATSONVILLE/
NATIONAL AUTO FLEET GROUP) FOR THE PURCHASE OF A FIRE
DEPARTMENT BATTALION CHIEF MOBILE INCIDENT COMMAND
VEHICLE FOR AN AMOUNT NOT TO EXCEED $203,745
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 72 Hour LLC for the purchase of one Fire Department Battalion Chief Mobile Incident Command Vehicle in an amount not to exceed $203,745. 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 incident command vehicle is staffed daily by a battalion chief. The battalion chief's responsibilities include managing daily operations of fire crews, ensuring all areas of the City is provided with adequate emergency response coverage, and functioning as the incident commander of large incidents . The incident command vehicle is equipped with a state-of-the-art mobile communications terminal that allows the battalion chief to receive real-time incident information and maintain communications with Verdugo Fire dispatch center and local law enforcement.
Additionally , the vehicle is equipped with a large storage area containing items pertinent MEETING OF _ _ _ O_J_J_2_l_/Z_Oz2 AGENDA ITEM NO. _ _ l_ Authorization to Enter Into a Purchase Order Contract with 72 Hour LLC March 21, 2022
to managing a large scale incident, including any natural or man-made disaster. The PF D's incident command vehicle ls recognized as a resource as part of the City's Master Mutual Aid Plan with the State of California. On frequent occasions, the vehicle has been used to respond to wildfires in Los Angeles County and across the State to lead strike team engines to assist other agencies and protect life, property, and the environment.
The Fire Department Battalion Chief Mobile Incident Command Vehicle has been identified for replacement as part of the Public Works Fleet Replacement Plan. The new vehicle will be housed at Fire Station 34 and will be placed into front line service to assist with over 18,000 annual service calls across the City. Upon delivery of the new vehicle, vehicle #1937 at Fire Station 34 will be salvaged. Vehicle #1937 is a 2004 Chevy Suburban with over 92,181 miles and has exceeded its useful life. Attachments A contains the Vehicle Condition Report.
An incident command vehicle 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. Based on the existing fleet of operational vehicles, the 2022 Ram 3500 Big Horn 4X4 Crew Cab was determined by the committee to be the best fit and meet the specific needs of the PFD. This proposed purchase is in line with the current fleet of fire vehicles, which is critically important as standardization improves firefighter safety and efficiency.
Sourcewell, formerly known as the National Joint Powers Alliance, is a public government agency created specifically by the Minnesota legislature as a local unit of government (under Minnesota Constitution, article XII, section 3). Sourcewell operates as a service cooperative and acts as a national municipal contracting agency which establishes and provides nationally leveraged and competitively solicited purchasing contracts that can be utilized by member agencies such as the City of Pasadena. On July 28, 2021, Sourcewell issued a Request for Proposals for Automobiles , SUVs, Vans, and Light Trucks with Related Equipment and Accessories. Twelve (12) submissions were received and evaluated by the Sourcewell selection committee.
Submissions were scored on a weighted scale of eight different criteria, with pricing being the most heavily weighted.
The process undergone by Sourcewell has resulted in competitive pricing. 72 Hour LLC earned the highest score out of the twelve respondents with 878 points out of a possible 1,000, and was awarded a contract through November 8, 2025 . 72 Hour LLC, has agreed to extend the contract prices, terms, and conditions under Sourcewell contract #091521 -NAF to the City for the proposed purchase of a 2022 Ram 3500 Big Horn 4X4 Crew Cab. This proposed contract for an amount not to exceed $203 ,745 includes costs to fully up fit the vehicle including installation of all electrical equipment, emergency lights and sirens, a center console and command module, and all radio and computer Authorization to Enter Into a Purchase Order Contract with 72 Hour LLC March 21, 2022
equipment. An additional 10% contingency allowance of $18,522 has also been included to address possible inflation due to current unstable market conditions faced by the manufacturers and their supply chain. The vehicle is expected to be delivered within 360 days after receipt of the purchase order. Outfitting for necessary accessories will be installed after delivery and will be consistent with the unique needs of the respective department's intended usage of each vehicle.
The City of Pasadena has done business with 72 Hour with an aggregate expenditures up to January 2022 of approximately $3,400,000 since fiscal year 2016. It is in the best interest of the City to purchase the requested vehicles with 72 Hour utilizing the Sourcewell contract; this eliminates the need to solicit for items that are already competitively priced and expedites the time required to take delivery of new vehicles.
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 Contract with 72 Hour LLC March 21. 2022
FISCAL IMPACT:
The cost of this action is $203,745. 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 $24,000 over the 10 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:
Stephani Chang
Management Analyst IV
Fire Department
Approved by:
Respectfully submitted,
cW~
CHAD AUGUSTIN
Fire Chief
Fire Department
Attachment A - Vehicle No. 1937 Condition Report