Agenda Item #12.2
For Council Meeting of: October 25, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: SCOTT WESTROPE, FIRE CHIEF
FIRE DEPARTMENT
SUBJECT: APPROVAL FOR FIRE DEPARTMENT TO PURCHASE FIVE TYPE 1 FIRE ENGINES AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Fire Department that the Council, by resolution: 1) approve the purchase of five Type 1 Fire Engines in an amount not to exceed $4,755,000; 2) approve the use of cooperative purchasing through the Houston-Galveston Area Council (H-GAC) and H-GAC vendor Golden State Fire Apparatus, Inc., Sacramento, CA; and 3) delegate authority to the City Manager or designee to execute any purchase orders, agreements, amendments, or any other documents necessary to facilitate the purchase. The purchase of four Type 1 Fire Engines is funded via Fire Capital Equipment Replacement Program in the FY 22-23 budget cycle. The Purchase of the fifth Type 1 Fire Engine is funded via Measure O funds.
EXECUTIVE SUMMARY
The Fire Department recommends the City procure five Type 1 Fire Engines up to a not-to-exceed amount of $4,755,000. Staff recommends use of cooperative purchasing through the H-GAC program where the City would purchase the Type 1 Fire Engines from Golden State Fire Apparatus Inc. with approval of the issuance of a City Purchase Order. Staff also recommends that Council delegate authority to the City Manager or designee to negotiate and execute any other documents, agreements and/or amendments related to the purchase that are in a form approved by the City Attorney.
BACKGROUND
As part of the department’s ongoing efforts to improve operational response to wildfire incidents as identified in the Wildland Resiliency and Response Strategic Plan (WUI 2.0), the Fire Department has identified a need to purchase five Type 1 Fire Engines to replace five of the fire apparatus fleet that are in the vehicle replacement program and are ready for replacement. Typically, fire apparatus purchases span a year or more as each apparatus is built to the department’s specifications. Due to chassis supply chain issues, it is estimated that the receipt of these Fire Engines will be between 855-885 days.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
This item, if approved, will authorize the purchase of five Type 1 Fire Engines from Golden State Fire Apparatus Inc. of Sacramento CA, in an amount not to exceed $4,755,000.
Staff recommends delegation of authority to the City Manager or designee to use the Houston-Galveston Area Council (H-GAC) Interlocal Contract for Cooperative Purchasing 10-2428. H-GAC has entered into H-GAC Agreement No. FS12-19 with Golden State Fire Apparatus, Inc. of Sacramento, CA under which Golden State Fire Apparatus, Inc. makes its equipment available under competitive prices to H-GAC members. In typical cooperative purchase transactions, the City issues its purchase order to Golden State Fire Apparatus, Inc. to purchase the equipment.
The H-GAC Buy Contract No. FS12-19 agreement is a contract between H-GAC Buy and Golden State Fire Apparatus, Inc. which includes non-standard terms and conditions. The City can utilize the solicitation and access favorable pricing under H-GAC Buy Contract No. FS-12-19 to make its own purchase from Golden State Fire Apparatus, Inc. directly. The City will issue a Purchase Order Golden State Fire Apparatus, Inc. that will include the City’s standard terms and conditions. The Golden State Fire Apparatus proposal does include some unfavorable provisions, including, for instance late and cancelation fees. City staff is familiar with similar terms from prior purchases under H-GAC Buy agreements and nevertheless believes that the benefits associated with the purchase that includes some non-standard terms outweigh the legal risks.
Santa Rosa City Code Section 3-08.160 allows for cooperative purchases when advantageous to the City. H-GAC Buy’s procurement process includes research, specifications preparation, pre-bid and preproposal conferences, legal notice posting and advertising, bid/proposal review and contract execution available at a national level. Additional benefits to utilizing a cooperative purchase agreement is an expedited procurement process, volume purchasing discounts, on-duty professional staff assistance, research and development of technical specifications, and contract management services provided by the lead agency (H-GAC Buy). Staff has determined that a new competitive bid solicitation would not result in achieving beneficial competitive results.
In addition to authorizing the City Manager to utilize cooperative purchasing for the five Type 1 Fire Engines, staff recommends that Council delegate authority to the City Manager or designee to negotiate and execute any necessary, related documents and agreements for the procurement, provided they are in a form approved by the City Attorney.
FISCAL IMPACT
Funds for this purchase of four of the Type 1 Fire Engines are funded in Fiscal Year 2022-23 Fire Capital Equipment Replacement Program approved budget, as approved by Council. Approval of this action does not have a fiscal impact on the general fund. Funds for the purchase of the last, fifth, Type 1 Fire Engine are funded in Fiscal Year 2022-23 Measure O funding.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15378 in that the purchase order is not considered a project under CEQA, and no environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Attachment 1 (H-GAC Buy Cooperative Agreement with Golden State Fire Apparatus, Inc. (No. FS12-19)/H-GAC Interlocal Contract for Cooperative Purchasing between H-GAC and the City (No. 10-2428)) Resolution/Exhibit A (Golden State Fire Apparatus, Inc. Sales Proposal & Vendor Special Terms)
CONTACT
Scott Westrope, [email protected], 707-543-3500
AUTHORIZATION TO PURCHASE FOUR TYPE 1 FIRE ENGINES
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