)
Agenda Report Review by
City Manager
CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: February 15, 2022
To: Honorable Mayor and City Councilmembers
From: Fire Chief/Director of Emergency Services
Subject: Consideration of Approval of Purchase of Type 3 Wildland Fire Engine Recommendation: That the City Council Approve the Purchase of a New Type 3 Wildland Fire Engine to Replace the Existing 1996 International Type 3 Wildland Fire Engine Funding: Currently Budgeted: Xt Yes
No
N/A
*See Fiscal Analysis section for further explanation
Account Code 124-31-02-5100 /Costs $40,000 authorized in City Approved Budget (if applicable) _AK_ (verified by Administrative Services Department)
INTRODUCTION:
This item is to request the City Council approve the purchase of a new Type 3 Wildland Fire Engine, replacing an aging and costly 1996 International Type 3 Wildland Fire Engine.
BACKGROUND:
Our current 1996 International Type 3 Wildland Fire Engine was purchased used from the Mann County Fire Department on February 28, 2014, for a bid price of $12,000.00. We spent $25,000.00 for necessary repairs and servicing. Key Auto Body of Sebastopol donated labor hours and paint and repainted the fire engine in June 2014.
The Fire Engine went into Service in August of 2014 after receiving inspection and clearance from Cal Fire to be added to the State of California Mutual Aid System. We have been responding on Strike Teams to State Fires since 2014, including the Tubbs, Kincade, Walbridge, Glass, Nuns, Atlas, Pocket, Dixie, Monument, Caldor, and Fawn Wildland Fires. We have also Upstaffed here in Sonoma County during NWS Red Flag Warning Events throughout the years. Current mileage/odometer is 124,500 miles.
DISCUSSION:
Our current Type 3 Wildland Fire Engine has more than served its purpose for the Volunteer Firefighters of the Sebastopol Fire Department. We continue to have mechanical issues with costly repairs. Recently, we spent $21,000.00 for repairs brought on by age and use. There is no air conditioning with this old fire engine, which today is a State of California requirement for the protection of the firefighters, when responding to and fighting ourhorrific wildland fires. The extreme heat within the cab of this fire engine has made the environment unhealthyand dangerous. The riding suspension is worn out and we are continually replacing front-end tie rods and tires.
The engine has overheated during the intense heat of firefighting, threatening the lives of our volunteer firefighters.
Our volunteer firefighters deserve better protection for their health and those that we are protecting. There are times during the initial fire attack that the firefighters are forced to sleep in the cab of the fire engine with an internal cab temperature of over 100 degrees. Fire Department Staff has solicited quotes from three Fire Engine Manufacturers to provide comparable quotes. Golden State Fire Apparatus for Boise Mobile Equipment (BME) submitted the lowest quote cost of $386,327.00; their bid was considered complete and acceptable. The quote submitted by Golden State Fire Apparatus for Boise Mobile Equipment is based on Cal Fire State Bid Pricing, which has a built-in 15% discount.
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7 Below is the actual bid prices from the three manufacturers:
Quote Results:
1. Golden State Fire Apparatus (BME) - $386,327.00
2. Rosenbauer America - $456,862.00
3. Pierce Manufacturing - $481,082.00
Financing this purchase can be fulfilled by any the following methods:
A) Utilize the City Vehicle Replacement Reserve Fund. We are paid by the State and Federal Governments when deployed on Strike Teams. Our Fire Engines earned and received the following:
o Fiscal year 2020-21 $206,135.00
o Anticipated Fiscal year 2021-22 $89,175.00o Grand total for 2 years S295,310.00* *This entire amount has deposited directly into the City Vehicle Replacement Reserve Fund 104-31-02-3207 B) Government Capitol Corporation (GCC) provides efficient, cost-effective municipal financing solutions. A 10-year term, low interest rates estimated at under 3%. The annual principal and interest payment wouldbe approximately $45,600. Total paid in principal ($387,000) and interest ($61,500) over the life of the loan $448,500. Numerous Sonoma County Fire Departments have used GCC over the years.
C) The Fire Department can coordinate with the Administrative Services Director to discuss financing options for this purchase through our local WestAmerica Bank and there’s no guarantee that the interest rates would be less than 3%.
Please note, the projected delivery date fot this Type 3 Wildland Fire Engine is 15-18 months from the time of the purchase order. Historically, the Sebastopol Fire Department has attempted to operate and maintain department vehicles on a 15-20 year useful lifespan replacement program goal.
GOALS:
Goal CSF 1: Provide High Quality Community Services, Facilities, and Infrastructure to All Residents, Businesses, and Visitors in Sebastopol.
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, if staff receives public comment from interested parties following the publication and distribution of this staff report, such comments will be provided to the City Council as supplemental materials before or at the meeting. In addition, a member of thepublic may speak on the consent calendar item or request at that time that an agenda item or items be removed for discussion.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to schedule meeting date.
FISCAL ANALYSIS:Depending on which option below the City Council approves for this purchase, the budget impact will be as follows:
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7 Option A: Purchase Price for Replacement $386,327.00
FY2-22 Approved Capital Budget: (124-31-02-5100) ($40,000.00) Approval for utiHzation of Reimbursement (104-31-02-3207) ($295,310.00) Net General Fund Cost: S51O17.00*
*The net General Fund Cost of $51,017.00 can be covered by fund balance from the vehicle replacement reserve.
As of June 30, 2021, the audited fund balance was $1,221,288. We anticipate another busy year for the remainder of FY21-22 earning an additional $100,000.00 to the City Vehicle Replacement Reserve Fund and that would result in a net gain to the City Vehicle Replacement Reserve Fund by approximately $49,000. lithe City Council chooses Option A, a budget amendment of $346,327 to increase Vehicle Replacement ReserveFund account 104-31-02-5100 to pay for this purchase.
Option B: This option as mentioned above will be a debt service payment to the City that would be budgeted in FY22-23 through FY31-32 for approximately $45,600 annually. This option would keep the Vehicle ReplacementReserve Fund intact at this time; however, this reserve fund can be utilized from year to year to pay for the debt service.
Option C: This option similar to Option B, would be a debt service payment and depending on the interest rate the bank will quote.RECOMMENDATION:
That the City Council Approve, utilizing Option A under Fiscal Analysis, the Purchase of a New Type 3 Wildland Fire Engine to Replace the Existing 1996 International Type 3 Wildland Fire Engine.
AHACH M ENTS:
Resolution
Three (3) Current Quotes
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7 RESOLUTION NO.
RESOLUTION AUTHORIZING AN AMENDMENT TO THE VEHICLE REPLACEMENT RESERVE FUND FOR THE REPLACEMENT PURCHASE OF ONE TYPE 3 WILDLAND FIRE ENGINE in the City of Sebastopol, Sonoma County, California
WHEREAS, the current 1996 International Type 3 Wildland Fire Engine was purchased used from the Mann County Fire Department on February 28, 2014, for a bid price of $12,000; and WHEREAS, the current Type 3 Wildland Fire Engine has more than served its purpose for the Volunteer Firefighters of the Sebastopol Fire Department; and
WHEREAS, the Fire Department continues to have mechanical issues with costly repairs; andWHEREAS, Current mileage/odometer is 124,500 miles; andWHEREAS, Recently, the City spent $21,000.00 for repairs brought on by age and use; andWHEREAS, the Fire Department had solicited 3 quotes to purchase the Type 3 Wildland Fire Engine; andWHEREAS, that during the budget preparation of FY21-22, the Fire Department has a placeholder of $40,000 in the approved budget account 124-31-02-5100; and
WHEREAS, the Fire Department is requesting an additional budget amendment of $346,327 in the Vehicle Replacement Reserve Fund account 104-31-02-5100 to authorize the replacement purchase, including all necessarypaperwork, for one Type 3 Wildland Fire Engine.NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorize an amendment of $346,327 in the Vehicle Replacement Reserve Fund and authorizes the City Manager to execute the replacement purchase, including all necessary paperwork, for one Type 3 Wildland Fire Engine The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 15th day of February 2022, by the following vote:
VOTE:
Ayes:
Noes:
Abstain:Absent:
APPROVED:
Mayor Patrick Slayter
ATTEST:
Mary Gourley, Assistant City Manager/City Clerk, MMC
APPROVED AS TO FORM:
Larry McLaughlin, City Attorney
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7 ww v goldenstatefire corn
7400 Reese Road COLDEf%J Sacramento, CA 95828
Sr1E Office 916.330.1638 Fax 916.330.1649
FIRE APPARATUS
PROPOSAL PREPARED FOR:
Sebastopol Fire Department7425 Bodega AvenueSebastopol, CA 95472We hereby propose and agree to furnish, after your acceptance of this proposal and the proper execution by theSEBASTOPOL FIRE DEPARTMENT, hereinafter called “Customer and an officer of Golden State Fire Apparatus, Inc., hereinafter called “GSFA”, the following fire apparatus and equipment, hereinafter called Product”:
n
A One (1) BME Fire Trucks, LLC. 4X4 International Model 34 Engine (CAL FIRE Tag-On) 304,259.53 B One (1) CaIFIRE lettering & striping package (Spec #4210-3619_LTR Ri) 873.34 C One (1) CaIFIRE equipment package (Spec # 4210-3619-EQ) 5,850.24 D One(1) CaIFIRE radio wiring package (Spec #4210-3819_EQ Ri Section 2) 2,678.48 E One (1) Automatic Vehicle Locator (AVL) package (Spec # 421 0-381 9EQ Ri Section 3) 1,749.18 F One (1) Additional Customer Modifications 48,009.45
G Discount For 100% Pre-Payment at Time of Order (9,812.46) H SUBTOTAL 353,607.76
I 9.25% State Sales Tax 32,708.72
J California Tire Fee 10.50
11 1± I ‘h I’ WI
PROPOSAL SUMMARY
This proposal includes the following items in accordance with the specifications hereto attached:
Factory final inspection trip for (4) SFD reps.
Delivery to GSFA service center in SacramentoPre-delivery inspection/services by GSFA
PRODUCT COMPLETION
Final delivery from service center to Customer
Demonstration and familiarization of the Product
Product shall be built in accordance with the specifications hereto attached, delays due to acts of God, strikes, war, or intentional conflict, failures to obtain chassis, materials, unusual weather conditions or other causes beyond GSFA’s controlnot preventing, within approximately 560 to 590 CALENDAR DAYS after receipt of this order and the acceptance thereof at our Sacramento, California office. Within thirty (30) calendar days after receipt of this order and acceptance thereof, GSFA shall submit to Customer a production schedule including tentative pre-construction conference, final inspection and final delivery dates.
DELIVERY LOCATION
Product shall be shipped in accordance with the specifications hereto attached and be delivered to you at SEBASTOPOL, CALIFORNIA. Proof of insurance must be demonstrated by the Customer to GSFA prior to transferring of the Product(s).
Proposal Number:
Expiration Date: February 15, 2022
Sales Consultant: Jon Bauer
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7 January 21, 2021 Sourcewell
Fomq1 NJ
Sebastopor Fire Department . V
ronbauEr 7425 Bodega Ave
iwarded Contract
Sebastopol, CA 95472 Member Number:
117686
Chief Braga
Thank you for the opportunity to propose the following Rosenbauer fire apparatus:
One (1) Type-3 Timberwoif with Commercial Chassis
Demo #: 94843
Total Price $413,623.00
Delivery $6,012.00
Ca State Sales Tax $37,226.07
9000% $45686107
Please note: Pre-Con at Department.
No Mid-Point Inspection Required
Final Inspection at Burton’s Fire Inc.
Final Delivery will be made by the Burton’s Fire to the Dept.
Performance Bond Not Required
Quoted Delivery is 90 days after receipt of order
(1) Day of Famlllarlzaitlon training by Burton’s
Terms;
Final payment due upon delivery.
ModoCAQ1 Pricing as quoted above Is valid for 30 days.
2a9444.N9 Included In the above body price is a $20,000.00 loose goods contingency, Stock Unit availability Is not guaranteed.
1OQThdWe
0 7O41
Thank you again for this opportunity to work with your department, If you have any er lea earn questions regarding the above proposal, please ontet me at f09) SS9Q or at Cley builonsfire.com
oi
.Q.j4
Wyarr* MN I 7,
ei-iygo Fea
/
yg §aaVi arae Spel V
U hi
rae y ooer
rn I re!ran!flre rem
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7 ww H istatefire corn
7400 Reese Road
GcLDEI] Sacramento, CA 95828 Office 916.330.1638 Fax 916.330.1649
FIRE APPARATUS
SEBASTOPOL FIRE DEPARTMENT
Golden State Fire Apparatus! Pierce Manufacturing Quote Information November 17, 2021
The following quote is for:
• One (1) Build To Order, Pierce! IHC, 4x4, Four Door, Type 3 Engine The following quote includes the following:
• Current day specification to job 33443 (Calistoga FD)• Third party surety performance bond.• One factory final inspection trips for two (2) customer representatives.• Delivery of vehicle from the factory to dealership. Pre-delivery inspection at the dealership.• Final delivery to customer location.• DMV registration.• State sales tax.• California tire fee.• Current day, completion timeframe for the unit identified in the attached option list is approximately 510 to 560 days from time of order.
100% PRE-PAYMENT OPTION
A Pierce IHC Four Door 4x4 Type 3 Engine $450,421.81
C Discount For 100% Pre-Payment ($10082 30)
NOTE: Quote is valid for 30 days from date of issuance
9.25% State Sales Tax $40,731.40
California Tire Fee
Page loll
Agenda Item Number
5 Agenda Item Number 5
City Council Meeting Packet of February 15, 2022
7