Ag n 81 p
TO:
FROM:
Honorable Mayor and City Council
Fire Department
October 23, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH FWD SEAGRAVE HOLDINGS LP, DBA: SEAGRAVE FIRE
APPARATUS LLC FOR THE PURCHASE OF TWO 2023 SEAGRAVE
CAPITOL CAB PUMPERS FOR A TOTAL OF $2,675,633
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines per Section 15061(b)(3), the "Common Sense" exemption that CEQA only applies to projects that may have an effect on the environment; and
2. Authorize the City Manager to enter into a purchase order contract with FWD Seagrave Holdings LP, OBA: Seagrave Fire Apparatus, LLC for the purchase of two 2023 Seagrave Capitol Cab Pumpers in an amount not to exceed $2,675,633.
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) pumper engines, eight (8) of which are frontline engines and five (5) are in reserve status.
The two new fire apparatus will be located at Fire Station 32 and Fire Station 37 and placed into front line service to assist with over 2,000 annual service calls received at each station. Upon delivery of the new Seagrave engines, reserve Pierce fire engine #2098 and reserve Pierce fire engine #3404 will be salvaged. Vehicle #2098 is a 2006 MEETING OF 10/23/2023 AGENDA ITEM NO. _ 2 ___ _
Authorization to Enter Into a Purchase Order Contract with FWD Seagrave Holdings LP October 23, 2023
Pierce engine with over 201,575 miles, and vehicle #3404 is a 2003 Pierce engine with over 183,271 miles; both apparatus have exceeded their useful lives.
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. Furthermore, committee members consulted other local area agencies to evaluate their satisfaction with their existing Seagrave apparatus. Based on the existing fleet of fire engines and the specific needs of the PFD, the Seagrave Model DB-50-CT Capitol Cab Pumper and the Seagrave Model DB-50-CT Capitol Cab Rescue Pumper were determined by the committee to be the best fits. 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 FWD Seagrave Holdings LP and its subsidiaries the contract for the following categories:
• Aerials;
• Wildland Fire Apparatus;
• Pumper Fire Apparatus;
• Special Service Apparatus; and
• Pumper/Tankers and Tankers.
Purchasing the requested 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 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. FWD Seagrave Holdings LP has agreed to extend the contract prices, terms, and conditions of this contract to the City of Pasadena for the purchase of a 2023 Seagrave Capitol Cab Pumper ($1,265,008.00) and a 2023 Seagrave Capitol Cab Rescue Pumper ($1,410,625.00) using the HGACBuy Contract FS12-19.
Authorization to Enter Into a Purchase Order Contract with FWD Seagrave Holdings LP October23, 2023
The PFD was able to secure the two Seagrave Pumpers due to last minute order cancellations from Long Beach Fire Department. The special circumstance allows for a much shorter delivery time on the apparatus, with Seagrave quoting delivery of both Pumpers within 300 calendar days after receipt of purchase orders.
There are no vendors located in Pasadena that can provide this apparatus. An electric option to the 2023 Seagrave Pumperwould be substantially greater in price, at approximately $2.3M per vehicle versus about $1.35M for a diesel engine. Additionally, major infrastructure. upgrades would be required for all fire stations and throughout the City, to install charging stations that can support the electric pumper.
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 engineemissions and clean air standards in the South Coast basin.
Authorization to Enter Into a Purchase Order Contract with FWD Seagrave Holdings LP October 23, 2023
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FISCAL IMPACT:
The cost of this action is $2,675,633. 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 $145,617, and existing budgeted appropriations in the Fleet Replacement Fund (50322060-85050) for $2,530,016. Indirect and support costs such as maintenance and repairs are anticipated to be $375,000 over the 20 year lifecycle of the vehicles, and will be addressed annually by utilization of budgeted appropriations in the Fire Department's operating budget account ( 10131015-861600).
Prepared by:
Stephanie Chang (J
Management AnalystV
Fire Department
Approved by:
City M~nager
Respectfully submitted,
Fire Chief
Fire Department