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Agenda Report
April 14, 2025
TO: Honorable Mayor and City Council
FROM: Fire Department
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT WITH SOUTH COAST FIRE EQUIPMENT, INC. FOR THE PURCHASE
OF TWO (2) PIERCE ENFORCER TRIPLE COMBINATION PUMPERS
FOR A TOTAL AMOUNT NOT TO EXCEED $2,909,297
RECOMMENDATION:
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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;
2. Authorize the City Manager to enter into a contract with South Coast Fire Equipment, Inc. for the purchase of two (2) Pierce Enforcer Triple Combination Pumpers in an amount not to exceed $2,909,297. Competitive price bidding is not required pursuant to the City Charter Section, 1002(H) Contracts with other governmental entities or their contractors for labor, materials, supplies, or services; and
3. Grant the recommended contract an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(B), contracts for which the City's best interests are served.
BACKGROUND:
The Pasadena Fire Department (PFD) is an "All hlazard" 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.
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1 MEETING OF04/14/2025AGENDA ITEM NO.2
Authorize the City Manager to Enter Into a Contract with South Coast Fire Equipment, Inc.
April 14, 2025
The two new fire apparatus will be located at Fire Station 33 and Fire Station 36 and placed into front line service to assist with over 6,160 and 4,820 annual service calls, respectively. Fire engines currently have an estimated build and delivery time of 42 to 49 months based upon manufacturing conditions. The engines are expected to be received in 2029. Upon delivery of the new Pierce Enforcer Engines, Pierce fire engines #2326 and #3407 will be placed into reserve status. Vehicle #2326 is a 2022 Pierce engine and vehicle #3407 is a 2019 Seagrave engine. Both apparatus will have exceeded their useful lives at the anticipated time of receipt of the Pierce pumpers. The salvage value will be returned to the Department's Fleet Replacement Fund. Replacing vehicles that have exceeded their useful lives eliminates the need for costly repairs due to age and wear.
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 hlGAC 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 July 26, 2023, HGACBuy issued an invitation to submit competitive bids for "Fire Service Apparatus (All Types)". The bid closed on September 14, 2023 and 37 bids were received. hlGACBuy 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
Authorize the City Manager to Enter Into a Contract with South Coast Fire Equipment, Inc.
April 14, 2025
• Pumper/Tankers and Tankers.
City staff have reviewed the bid specifications issued by HGACBuy and have confirmed they meet current and future department needs for apparatus. 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, terms, and conditions of this contract to the City of Pasadena for the purchase of two new Pierce Enforcer Triple Combination Fire Engines using the HGACBuy Contract FS12-
19. The terms and prices of Contract FS12-19 are from 12/01/2023 through 11/30/2027.
There are no vendors located in Pasadena that can provide this apparatus. An electric option to the 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.
Authorize the City Manager to Enter Into a Contract with South Coast Fire Equipment, Inc.
April 14, 2025
FISCAL IMPACT:
The cost of this action is $2,909,297. Funding for this action will be addressed by the utilization of future budgeted appropriations in the Fleet Replacement Fund (Fund 503).
The vehicles are estimated to be received and payment to be processed in fiscal year 2029. Indirect and support costs such as maintenance and repairs are anticipated to be $375,000 over the 20 year lifecycle of each vehicle, and will be addressed as part of the Fire Department's annual operating budget.
Respectfully submitted,
Prepared by:
CHAD AUGUSTIN
Fire Chief
Fire Department
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Stephanie Chan^
Management Analyst V
Fire Department
Approved by:
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City Manager