City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 16, 2024 FROM: FIRE DEPARTMENT WARDS: ALL
SUBJECT: MEASURE Z – REQUEST APPROVAL TO PURCHASE ONE (1) E-ONE CUSTOM CYCLONE CAB HR-100 REAR MOUNT QUINTUPLE FIRE APPARATUS THROUGH SOURCEWELL COOPERATIVE PURCHASE PROGRAM FOR THE TOTAL AMOUNT OF $2,157,948 PLUS APPLICABLE SALES TAX ISSUE:
Recommend that the City Council approve the purchase of one (1) E-One Custom Cyclone Cab HR-100 Rear Mount Quintuple Fire Apparatus through Sourcewell Cooperative Purchase program for the total amount of $2,157,948 plus applicable sales tax (approximately $188,820.45) for an amount not to exceed $2,346,860.95.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of one (1) E-One Custom Cyclone Cab HR-100 Rear Mount Quintuple Fire Apparatus for $ 2,157,948.00 plus applicable sales tax for an amount not to exceed $2,346,860.95; and Authorize the City Manager, or designee, to execute all documents necessary to complete the financing, including making minor and non-substantive changes.
BACKGROUND:
The Measure Z Five-Year Spending Plan, adopted in 2017, allocated approximately $14.5 million for Fire Department vehicle replacement costs over the first five years. This included sixteen vehicles, such as fire engines, tiller trucks, water tenders, and squads, to be financed over ten years. All Measure Z fire apparatus are currently in service.
In May 2022, the Council approved a review of the Measure Z spending plan, allocating $23.4 million for the replacement and maintenance of fire vehicles over five fiscal years, with $3.6 million allocated for the 2023/24 fiscal year. With this funding, the department is seeking approval to purchase an additional aerial ladder truck apparatus.
DISCUSSION:
The Fire Department's acquisition of a straight ladder truck company for Fire Station 13 in 2019 increased firefighting capabilities, particularly in areas where traditional tiller truck apparatuses might not fit due to station size limitations. However, the absence of a reserve straight ladder truck company to substitute during maintenance or repair situations poses a challenge to maintaining operational readiness and overall fire department capability.
To address this issue, the Fire Department is requesting approval to acquire the E-One Custom Cyclone Cab HR-100 Rear Mount Quintuple Fire Apparatus straight ladder truck company to ensure continuous frontline service even when the primary apparatus is undergoing maintenance or repairs. This purchase enhances operational resilience and helps mitigate any disruptions in emergency response caused by maintenance-related downtime.
The aerial ladder truck slated for replacement has met the NFPA guidelines and needs to be replaced. NFPA standards suggest a useful life expectancy of 10-15 years in frontline service, and up to 10 years in a reserve capacity. Replacing the aging unit aligns with safety standards and operational needs, ensuring continued effectiveness in firefighting operations and reducing the risk of equipment failure.
The apparatus that the Fire Department is requesting to replace is the 2000 American Lafrance. Once the new vehicle is received the American Lafrance will be decommissioned by Fleet Services and auctioned to the highest bidder.
Model:
2000 American Lafrance 100FT Ladder
In-Service Date:
March 29, 2002
Mileage:
122,846
Cost of Apparatus:
$538,200.93
Life to Date Maintenance Cost:
$634,895.29
E-One Custom Cyclone Cab HR-100 Rear Mount Quintuple Fire Apparatus is covered under Sourcewell Cooperative Contract #113021-RVG-4. This contract was awarded from RFP #113021 for Firefighting Apparatus and Fire Service Vehicles published on October 12, 2021, by Sourcewell, a State of Minnesota local government unit and service cooperative. The RFP closed on November 30, 2021, with 33 proposals received. An evaluation committee of four (4) procurement representatives evaluated the proposals and recommended awards to nine (9) of the proposers. Rev Group/E-One was ranked fourth with a score of 838 of a possible 1,000 and was one of the nine (9) awarded companies.
The aerial ladder truck is being purchased from Performance Truck Repair, which is the sole provider for Rev Group/E-One.
E-One/Performance Truck Repair proposal will remain valid until August 31, 2024, with an 840 day (Two Year) time for delivery over the apparatus.
The Fire Department’s Apparatus Committee, which includes Fire Fleet maintenance, has selected E-One over other manufactures for multiple issues. These issues include an extended 5-to-6-year build time, delays in warranty service, lack of a local vendor, insufficient ladder strength, and unit specifications that do not meet our needs (e.g., unit height, water tank capacity, and hose and company spacing.
Purchasing Resolution 24101 Section 602(c) states that “When the Procurement can only be obtained from a sole source and the Manager is satisfied that the best price, terms and conditions have been negotiated.” Purchasing Resolution 24101 Section 602(f) states that “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: (f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained Federal, State and/or other public entity pricing contracts or price agreements.” The Purchasing Manager concurs that the recommendation complies with Purchasing Resolution No. 24101, Section 602(c) and 602(f).
STRATEGIC PLAN ALIGNMENT:
The item contributes to the following Strategic Priorities:
No. 2 Community Well-Being:
No. 2.6 Strengthen community preparedness for emergencies to ensure effective response and recovery.
Community Trust – This project provides assurance to Riverside’s residents that significant investments are being made to improve public safety based on the priorities outlined in the Measure Z Spending Plan.
Equity – The Fire Department continues to provide fire and life safety services to all Riverside residents. This purchase will help ensure that the City of Riverside Fire Department has Fire Apparatus to respond to all emergency incidents within the City of Riverside.
Fiscal Responsibility – This purchase is utilizing a cooperative agreement in accordance with Purchasing Resolution 24101, 602(f), ensuring the best price is obtained.
Innovation – Fire apparatus need to be replaced within 10 to 20 years and the new equipment is at the most current standard with new equipment to improve customer service and reliably of the Fire Departments front line and reserve apparatus.
Sustainability & Resiliency – The purchasing of fire apparatus will ensure the residents of Riverside have sufficient emergency response equipment in the frontline and reserve status to properly respond to all emergencies within the City of Riverside.
FISCAL IMPACT:
The total fiscal impact of the action is $ 2,346,860.95. Sufficient funds are available in Measure Z Vehicle Replacement Account No. 8001401-450058.
Prepared by: Steve McKinster, Deputy Fire Chief
Approved by: Michael D Moore, Fire Chief
Certified as to
availability of funds: Kristy Thomas, Chief Financial Officer/Treasurer Approved by: Mike Futrell, City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Sourcewell Letter (E-ONE) RIV – 032124
Apparatus Sales Agreement – A
Riv. 100’ RMQ Spec. – Attach - B
Q129223A Riverside FD – Drawing Attachment – C
Riverside Proposal – Rev.5 – Attach D
Sole Source Justification for Performance Truck Repair
Presentation
Fire Department Apparatus ● Page 2