Administrative
Report
H.11., File # 23-6539 Meeting Date: 8/15/2023
To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
APPROVE THE UPFIT OF ONE 2023 VEHICLE FROM NATIONAL AUTO FLEET GROUP FOR USE BY FIRE DEPARTMENT COMMAND PERSONNEL FOR A TOTAL COST OF $214,899.23 USING
VEHICLE REPLACEMENT AND EMERGENCY COMMUNICATIONS FUNDS
APPROVE BY 4/5 VOTE AND BY TITLE ONLY RESOLUTION NO. CC-2308-076, A RESOLUTION
OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AUTHORIZING A 2023-2024 FISCAL YEAR BUDGET MODIFICATION TO APPROPRIATE $57,980 FROM THE EMERGENCY COMMUNICATIONS FUND TO THE POLICE DEPARTMENT 2023-2024 FISCAL
YEAR OPERATING BUDGET TO FUND THE PURCHASE OF FIRE DEPARTMENT COMMAND
PERSONNEL VEHICLE MOBILE RADIOS
EXECUTIVE SUMMARY
On July 18, 2023, City Council approved the purchase of one replacement vehicle for the Fire Department, Unit #104, a front-line command vehicle. The City purchased a 2023 model year RAM 3500 vehicle, from National Auto Fleet. The Purchase Order has been issued and the vehicle is ready for delivery. The required aftermarket vehicle upfit was reviewed and vetted by the Public Works, Fire, and Information Technology Departments and is being brought to Council for approval.
As a result of this review, $57,980 of the total $214,899 upfit cost was identified as equipment and labor associated with emergency communications radios. Staff recommends the appropriation of $57,980 from the Emergency Communications Fund to pay for the radio equipment included in the upfit quote. Competitive pricing for the vehicle upfit has been secured through the City’s regular purchasing procedures.
BACKGROUND
In June 2023, the City Council Approved Decision Package # 39 - Annual Vehicle Replacement Purchases as a part of the FY 2023-24 Adopted Budget. This action set aside $2,637,870 for the replacement of 19 City vehicles and other required equipment, including funding ($300,576) for the replacement of Fire Command Unit #104. The proposed 2023 model year RAM 3500 will replace an existing vehicle that is at the end of its useful life.
With upfit purchase approval, the vehicle is anticipated to be delivered, operational-ready, to the City within the next six to eight months. This timeline is shorter than the City is experiencing for other vehicles as the desired model is currently available through National Auto Fleet. The Purchase Order for the base vehicle has been issued. The base unit is awaiting delivery for upfit, upon City Council approval. Upon receipt of the Purchase Order, National Auto Fleet Group will direct their
H.11., File # 23-6539 Meeting Date: 8/15/2023
subcontractor, 911 Vehicle, to begin the upfit work.
In the FY 2023-24 Approved Budget, the City Council set aside $300,576 from the Vehicle Replacement Fund for the replacement of Fire Command Unit #104. The total cost of the unit is $299,079. This is comprised of the base unit cost ($84,180) and the upfit ($214,899). During the review process, $57,980 of the upfit costs were identified as equipment and labor associated with the purchase of new emergency communications equipment. The radio equipment needs to be replaced as the equipment in the existing Fire Command Unit #104 is past its useful life and can not be repurposed. Radio equipment is funded from the Emergency Communications Fund. Therefor it is requested that $57,980 be appropriated from the Emergency Communications Fund to the Police Department Emergency Communications operating budget to pay for this portion of the unit upfit.
The vehicle recommended for purchase has been selected through the City’s regular purchasing procedures. The procedures contain a number of competitive purchasing options including the use of a “Piggyback Bid,” which is a procedure of procuring goods or services by utilizing another public entity's recent Request for Proposal or Bid, or the Sourcewell Cooperative Purchasing Program.
Cooperative purchasing programs provide valuable benefits to state and local governments. By attaching to national or regional cooperatives, an agency has immediate access to legitimately solicited contracts and guaranteed pricing and delivery options, without expending staff resources on the preparation of its own competitive proposal. Pricing is often attractive because of the purchasing power of these cooperatives. If approved, the recommended vehicle in this report would be acquired via Sourcewell master vehicle contract #091521-NAFG.
COORDINATION
The Public Works Department coordinated this report with the Fire Department, Information Technology Department, and the Financial Services Department.
FISCAL IMPACT
Funding for the purchase of the vehicle was approved as part of the FY 2023-24 Adopted Budget via Decision Package #39 - Annual Vehicle Replacement Purchases. The base replacement vehicle cost was $84,180. The remaining $214,899 required for vehicle upfitting expenses will be paid for with Fleet Vehicle Replacement Funds ($156,919) and Emergency Communications Funds ($57,980).
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Quote for Fire Command Unit #104 - Upfit from National Auto Fleet Group · Resolution to Appropriate Funding from Emergency Communications Fund · July 18, 2023 Administrative Report
· Quote for Fire Command Unit #104 - 2023 Ram 3500 truck from National Auto Fleet Group