CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: March 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: ___X*___ 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 Marin 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 our horrific wildland fires. The extreme heat within the cab of this fire engine has made the environment unhealthy and 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 $389,242.00; 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 10 Agenda Item Number 10
City Council Meeting March 15, 2022
Below is the actual bid prices from the three manufacturers:
Quote Results:
1. Golden State Fire Apparatus (BME) - $389,242.00
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 $89,175.00
o Grand total for 2 years $295,310.00*
*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 would be approximately $45,150. Total paid in principal ($389,000) and interest ($62,500) over the life of the loan $451,500. 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 for 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 thisrevised staff report, the City has not received any public comment. However, ifstaff 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 the public 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 10 Agenda Item Number 10
City Council Meeting March 15, 2022
Option A: Purchase Price for Replacement $389,242.00
FY21-22 Approved Capital Budget: (124-31-02-5100) ($40,000.00) Approval for utilization of Reimbursement (104-31-02-3207) ($295,310.00) Net General Fund Cost: $53,932.00*
*The net General Fund Cost of $53,932.00 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 $46,068.
If the City Council chooses Option A, a budget amendment of $349,242 to increase Vehicle Replacement Reserve Fund 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 $45,150 annually. This option would keep the Vehicle Replacement Reserve 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.
ATTACHMENTS:
Resolution
Three (3) Current Quotes
Agenda Item Number 10 Agenda Item Number 10
City Council Meeting March 15, 2022
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 Marin 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; and WHEREAS, Current mileage/odometer is 124,500 miles; and WHEREAS, Recently, the City spent $21,000.00 for repairs brought on by age and use; and WHEREAS, the Fire Department had solicited 3 quotes to purchase the Type 3 Wildland Fire Engine; and WHEREAS, 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 $349,242 in the Vehicle Replacement Reserve Fund account 104-31-02-5100 to authorize the replacement purchase, including all necessary paperwork, for one Type 3 Wildland Fire Engine.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby authorize an amendment of $349,242 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 March 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 10 Agenda Item Number 10
City Council Meeting March 15, 2022
c LDEI%i 7400 Reese Road Sacramento, CA 95828
srrE Office 916330.1638 Fax 916.330.1649
FIRE APPARATUS
PROPOSAL PREPARED FOR:
Sebastopot Fire Department
7425 Bodega Avenue
Sebastopot, CA 95472
Sates Consultant: Jon Bauer
We 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’:
I Iflfljr..
A One f 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) 873.34C One f I) CaIFIRE equipment package fSpec# 42I0-36I9-EL —_______ 5,850.24 D One (I) CaIFIRE radio wiring package (Spec # 4210-3819_EQ RI Section 2) 2,678.48 E One (I) Automatic Vehicle Locator (AVL) package (Spec #4210-381 9EQ RI Section 3) 1,749.18 F One f I) Additional Customer Modifications 48,009.45
G Discount For 100% Pre-Payment at Time of Order (7,144.73) H SUBTOTAL 356,275.49
I 9.25% State Sales Tax 32,99548
J California Tire Fee 10.50
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PROPOSAL SUMMARY
This proposal includes the following items in accordance with the specifications hereto attached:
‘ Fire apparatus and equipment
- Delivery to GSFA service center in Sacramento• Final Delivery to Customer head quarters Demonstration and familirization of the Product
PRODUCT COMPLETIONProduct shall be built in accordance with the specifications hereto attached, delays due to acts of God, strikes, war, or intentional confIict failures to obtain chassis, materials, unusual weather conditions or other causes beyond GSFA’s controlnot preventing, within approximately 24.75 MONTHS 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 deliverydates.
DELIVERY LOCATION
Product shall be shipped in accordance with the specifications hereto attached and be delivered to you at SEBA5TOPQL CALIFORNIA. Proof of insurance must be demonstrated by the Customer to GSFA prior to transferring of the Product(s).
Expiration Date: March 19, 2022
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting March 15, 2022
7 FK
January 21, 2021 Sourcewell
Sebastopol Fire Department Awarded Contract
rEI5Wbat 7425 Bodega Ave
Sebastopol, CA 95472 Member Number:
117686
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Chief Braga
Thank you for the opportunity to propose the following Rosenbauerfire apparatus:
One (1) Type-3 Timberwoif with Commercial Chassis
Demo#: 94843
Total Price $413,623.00I
Delivery $6,012.a0I
Ca State Sales Tax $37,226.071
9.000% $455,861.04
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 Requited
Quoted Delivery is 90 days after receipt of order
(1) Day of Famlilarloaltion training by Burton’s
Terms;
Finat payment due upodaiIvery.
Pricing as quoted above Is valid for 30 days.
Included In the above body price Is a $20,000.00 loose goods contIngency, Stock Unit availability Is not guwiriteed.Thank you again for this opportunity to work with your department, If you have any questions regarding the above proposal, please contact me at fO9) 5393 or at Clayburtonsftre.com
SIncerely,
Clay l’loobler
§urton’s Fir Inc.
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting March 15, 2022
7 tti
7400 Reese Road
GDLDEI%J Sacramento. CA 95828 Office 916.330.1638
SrtTE 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 (Jifl O3fl)
NOTE: Quote is valid for 30 days from date of issuance
I 9.25% State Sales Tax $40,731.40
California Tire Fee
Agenda Item Number 10
Agenda Item Number 10
City Council Meeting March 15, 2022
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