Agenda R port
TO:
FROM:
Honorable Mayor and City Council
Fire Department
August 21, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO CONTRACT WITH SOUTH COAST FIRE EQUIPMENT, INC. FOR THE PURCHASE OF ONE FIREMATIC
DODGE CREW CAB TYPE 6 PATROL UNIT FORATOTAL OF
$482,684
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060 (c)(2), 15060 ( c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required for the project; and
2. Authorize the City Manager to enter into a purchase order contract with South Coast Fire Equipment, Inc. forthe purchase of one Firematic Dodge Crew Cab Type 6 Patrol in an amount not to exceed $482,684. Neither Competitive Bidding nor Competitive Selection are required pursuantto 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 a patrol vehicle located at Fire StaUon 38. The vehicle is used as an adjunct response vehicle to fire incidents occurring in Fire District 38, where brush or house fires may occur in tight locations. Approximately 500 service calls are received annually at Station 38 and according to the California Office of the State Fire Marshal, Fire District 38 includes areas which fall under Very High Fire Hazard Severity Zones. Additionally, the patrol vehicle is used during special events at the Rose Bowl for rapid brush responses. Patrol 38 is crossed-staff daily and fully staffed on Red Flag warning days.
MEETING OF 08/21/2023 AGENDA ITEM NO. _3-------,.-~
Authorization to Enter Into a Contract with South · Coast Fire Equipment, Inc.
August21,2023
The current patrol vehicle (Vehicle #1900), a 2000 Ford F550 with mileage of 33,890, is non-compliant under the National Fire Protection Agency's standards as it cannot seat more thantwo personnel. Additionally, the vehicle has exceeded its useful life and the pump attached to the vehicle cannot pass pump certification due to wear and age. The Department would like to purchase a replacement patrol vehicle. Upon delivery of the new replacement vehicle, Vehicle #1900 will be salvaged.
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 and other experienced personnel including mechanics from Fleet Maintenance. The committee solicited input from the entire department to determine the capabilities and features required of the specialized apparatus. The Firematic Dodge Crew Cab Type 6 Patrol 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 South Coast Fire Equipment, Inc. the contract for Special Service Apparatus, including the Type 6 Patrol vehicle.
Purchasing the requested special service apparatus and utilizing the HGACBuy contract is in the City's best interest as it reduces the amount of time required to take delivery of new equipment and eliminates the need to solicit for items that are already competitively price. Additionally, HGACBuy awards its contracts through a competitive bid process, ensuring cost competitiveness of the purchases. South Coast Fire Equipment, Inc. has agreed to extend the contract prices, terms, and conditions of this contract to the City of Pasadena for the purchase of one Firematic Dodge Crew Cab Type 6 Patrol using HGACBuy Contract FS12-19. An additional 5% contingency allowance of $22,985 has also been included to address the current unstable market conditions faced by the manufacturers and their supply chain. The apparatus is expected to be delivered within 12 months after receipt of the purchase order. There are no vendors located in Pasadena that provide this equipment, and there are no electric options available on the market for this specialized apparatus due to its gross vehicle weight rating.
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety.
Authorization to Enter Into a Contract with South Coast Fire Equipment, Inc.
August21,2023
_. 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. · FISCAL IMPACT:
The total cost of this action will be up to $482,684. Funding will be addressed by the utilization of existing budgeted appropriations in the Fire Department General Fund operating budget account for Fire and Rescue Services (10131015-850500-91017) for $125,000, and existing budgeted appropriations in the Fleet Replacement Fund (50322060-85050) for $357,684. Indirect and support costs such as maintenance and repairs are anticipated to be $100,000 over the 20 year lifecycle of the vehicle and will be addressed annually by utilization of existing budgeted appropriations in the Fire Department's operating budget account {10131015-861600). There are no anticipated impacts to other operational programs or capital projects as a result of this action.
Prepared by:
Stephanie Chang
Management Anal V
Fire Department
Approved by:
~ -J
MIGUELMAkauEz
City Manager
Respectfully submitted,
CHAD AUGUSTIN
Fire Chief
Fire Department