TO:
FROM:
A
Honorable Mayor and City Council
Fire Department
nda R p rt
October 23, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH SOUTH COAST FIRE EQUIPMENT, INC. FOR THE PURCHASE
OF TWO 2023 PIERCE ENFORCER TRIPLE COMBINATION PUMPERS
FOR A TOTAL OF $2,825,309
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 South Coast Fire Equipment, Inc. for the purchase of two 2023 Pierce Enforcer Triple Combination Pumpers in an amount not to exceed $2,825,309. 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 38 and Fire Station 39 and placed into front line service to assist with over 460 and 400 annual service calls, respectively. Upon delivery of the new Pierce Enforcer Engines, reserve Pierce fire engine #2097 and frontline Seagrave fire engine #2322 will be salvaged. Vehicle #2097 MEETING OF __ 10_/_2_3_/_2_0_2_3_ AGENDA ITEM NO. __ 3 __ _ Authorization to Enter Into a Purchase Order Contract with South Coast Fire Equipment, Inc.
October 23, 2023
is a 2006 Pierce engine with over 212,373 miles, and vehicle #2322 is a 2008 Seagrave engine with over 101,089 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. 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 Enforcer 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 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. South Coast Fire Equipment, Inc., the exclusive authorized dealer of Pierce fire apparatus in Southern California, has agreed to extend the contract prices, Authorization to Enter Into a Purchase Order Contract with South Coast Fire Equipment, Inc.
October 23, 2023
new 2023 Pierce Enforcer Triple Combination Fire Engines using the HGACBuy Contract FS12-19. An additional 5% contingency allowance of $134,539 has also been included to address possible inflation due to current unstable market conditions faced by the manufacturers and their supply chains. The apparatus is expected to be delivered within 42 months after receipt of a purchase order.
There are no vendors located in Pasadena that can provide this apparatus. An electric option to the 2023 Pierce Pumper would 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 engine emissions and clean air standards in the South Coast basin.
Authorization to Enter Into a Purchase Order Contract with South Coast Fire Equipment, Inc.
October 23, 2023
FISCAL IMPACT:
The cost of this action is $2,825,309. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Fleet Replacement Fund, 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:
~~ Stephanie cha
Management Analyst V
Fire Department
Approved by:
rl\·.,.J),-,\.=
MIGUEL ~QUEZ
City Manager
Respectfully submitted,
CAJ.~
CHAD AUGU~ _:
Fire Chief
Fire Department