CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: December 5, 2023
To: Honorable Mayor and City Councilmembers
From: Bruce Martin, Interim Fire Chief
Subject: Purchase of 2020 F550 Fire Rescue Truck
Recommendation: Approve $80,000 for the purchase of 2020 F550 Fire rescue truck Funding: Currently Budgeted: ☐ Yes No ☐ Not Applicable
Account Code: N/A
Costs authorized in City Approved Budget: ☐ Yes (Finance Initialed _____) ☒ No (Finance Exempt) INTRODUCTION/PURPOSE:
The item is to request Council consider and approve the purchase of a Fire Rescue truck.
BACKGROUND:
The fire department has a 1994 rescue truck (“rescue”) used for responses to medical emergencies, auto extrication, and other rescue incidents. A replacement vehicle has become a critical need for the city asthe current rescue truck was involved in a traffic collision resulting in significant damage and rendering the vehicle inoperable without significant repairs.
Originally scheduled for replacement in 2017 at an estimated $350,000, the rescue has outlasted its life expectancy and was scheduled to be replaced in an upcoming budget cycle. The City has been presented with an opportunity to purchase a 2020 F550 rescue truck from the Hopland Fire Department. The Hopland Fire Department just recently replaced their Ford F550 rescue truck and has declared their vehicle surplus. They are making that vehicle available to the City of Sebastopol for the purchase price of $80,000.00. In light of a recent accident where the City of Sebastopol Fire Rescue wasinvolved in a traffic collision resulting in significant damage and rendering the vehicle inoperable without significant repairs, the potential purchase of this vehicle comes at an opportune time.
The Fire ad Hoc Committee received the intent to purchase letter after requesting it on October 20, 2023, and reviewed the request as a committee on November 30, 2023.
DISCUSSION:
The proposed vehicle is a 2020 Ford F550 diesel-powered four door cab and chassis and has a rescue truck compartment box. The configuration of the equipment box is such that all equipment currently on the 1994 rescue will transfer to this vehicle. The 4-door cab provides safe seating for up to 5 firefighters. The vehicle will come with radios, and an emergency light system. The vehicle is powered by a diesel engine that meets all current requirements specific to emission standards and provides sufficient power to handle the payload of the vehicle.
The unit also comes with a small water tank and pump sufficient to handle small fires along the bike trails and offroad fire events.
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City Council Meeting December 5, 2023
The proposed vehicle is a significant value. As is the case with buying a used vehicle, the City will avoid the initial depreciation. The vehicle comes with other savings in the form of the radio, siren, emergency lighting package already installed and consistent to our standards. To purchase a new version of the proposed vehicle would cost at least $200,000.00. The build time of new fire vehicles is also extended resulting in a minimum 1-year build and delivery time for this type of vehicle.
This vehicle meets the needs of the department providing a vehicle designed and equipped to respond with specialized rescue equipment and basic emergency medical responses. Additionally, this vehicle does not require a special driver’s license to operate as required for the 1994 rescue and other fire vehicles. It has become critical to have this type of vehicle as a part of the fire department inventory to prevent situations where volunteers have responded to the station but cannot initiate a response to an emergency as they are not licensed or qualified yet to drive the other fire engines.
The potential funding sources that can be applied to make the purchase of the vehicle as recommended are as follows:
• FY 23-24 adopted budget has $40,000 as a placeholder for a rescue replacement in account 124-3102- 5100.
• The city will be receiving unanticipated $24,691.00 revenue for the use of the department’s Type-3 fire engine on a state fire earlier this year. Those funds will go into the vehicle replacement fund; they can be considered an offset in funding the purchase of the vehicle. However, in the meantime, the City can utilize the vehicle replacement reserve fund to pay for the balance of this fire rescue truck which required an increase in budget of $40,000.
• As noted above, the City’s fire rescue truck was involved in an accident. As a result of this wreck, the city should receive some funding through the insurance claim process. This funding can also be considered an offset and can reimburse the vehicle replacement fund. Per our insurance carrier, the claim is still being reviewed; the policy isfor the replacement value of the damaged vehicle. The value of the damaged vehicle is approximately $150,000 to $250,000 depending on how insurance views the replacement strategy (i.e. just the cab and chassis vs an entire new rescue truck). There will also be a deductible that the city will be responsible for.
ENVIRONMENTAL REVIEW:
The proposed action is exempt ☒ Yes ☐ No from the requirements of the California Environmental Quality Act (CEQA)
GOALS:
This action supports the following City Council Goals and General Plan Actions:
CSF 1: Provide High Quality Community Services, facility and Infrastructure to All Residents, Business and Visitor in Sebastopol.
SA 4: Reduce fire hazards and maintain effective fire and emergency response services.
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, staff anticipates receiving public comment from interested parties following the publication and distribution of this staff report.
Such comments will be provided to the City Council assupplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
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 the scheduled meeting date.
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City Council Meeting December 5, 2023
FISCAL IMPACT:
The cost of the fire truck will come from budgeted account 124-31-02-5100 for $40,000 and the balance will come from 104-31-02-5100
RECOMMENDATION:
Staff recommends Council consider and approve $80,000.00 for the purchase of 2020 F550 Fire rescue truck.
Attachments:
Letter to Hopland Fire Department
Budget Amendment Resolution
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City Council Meeting December 5, 2023
City of Sebastopol
FIRE DEPARTMENT
7425 Bodega Ave.
Sebastopol, CA 95472
707 823-8061
Jack Piccinini
Fire Chief
October 17, 2023
Mich Franklin, Fire Chief
Hopland Fire Department
21 Feliz Creek Rd
Hopland, CA 95449
LETTER OF INTENT TO PURCHASE FIRE VEHICLE
This letter is to officially advise that the City of Sebastopol will purchase from Hopland Fire Department the 2020 Ford F350 squad/engine, for the purchase price of $80,000.00. Because of the purchase amount, the purchasing process requires official approval by Council action. We are proceeding with this being placed on an upcoming council meeting and will have approval no later than the council meeting of November 21, 2023.
I would like to thank you for this opportunity as this vehicle perfectly meets an urgent need of our department. Thank you for working with us to get through the bureaucratic protocols necessary to complete the purchasing process.
Please contact me immediately if you have any questions or concerns.
Jack Piccinini
Interim Fire Chief
[email protected]
707-953-3682
Cc Lawrence McLaughlin, City Manager
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City Council Meeting December 5, 2023
RESOLUTION NO. _______
A RESOLUTION OF THE SEBASTOPOL CITY COUNCIL APPROVING ADJUSTMENTS TO THE BUDGET OF FISCAL YEAR 2023-24 FOR A PURCHASE OF 2020 F550 FIRE RESCUE VEHICLE WHEREAS, the City of Sebastopol City Council did, on June 27, 2023, adopt the budget for fiscal year 2023- 24; and
WHEREAS, the City of Sebastopol Fire Rescue was involved in a traffic collision resulting in significant damage and rendering the vehicle inoperable without significant repairs; and WHEREAS, the City has been presented with an opportunity to purchase a 2020 F550 rescue truck from the Hopland Fire Department. The Hopland Fire Department just recently replaced their Ford F550 rescue truck and has declared their vehicle surplus. They are making that vehicle available to the City of Sebastopol for the purchase price of $80,000; and
WHEREAS, FY 23-24 adopted budget has a $40,000 as a placeholder for a rescue replacement in account 124-3102-5100; and
WHEREAS, the city will be receiving unanticipated $24,691 revenue for the use of the department’s Type3 fire engine on a state fire earlier this year. Those funds will go into the vehicle replacement reserve fund, they can be considered an offset in funding the purchase of the vehicle; and WHEREAS, the City can utilize the vehicle replacement reserve fund to pay for the balance of this fire rescue truck which required an increase in budget of $40,000 and WEHREAS, the city should receive some funding through the insurance claim process. This funding can also be considered an offset and can reimburse the vehicle replacement fund. Per our insurance carrier the claim is still being reviewed; the policy is for the replacement value of the damaged vehicle. The value of the damaged vehicle is approximately $150,000 to $250,000 depending on how insurance views the replacement strategy (i.e. just the cab and chassis vs an entire new rescue truck).
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Sebastopol does authorize and approve a budget amendment to the vehicle replacement reserve fund account 104-31-02-5100 in the amount of $40,000 for a purchase a 2020 F550 rescue truck from the Hopland Fire Department, and until such time the reimbursement of Type-3 engine from the state and from the insurance partner for the replacement value of the damage vehicle to be deposited back into vehicle replacement reserve fund.
IN COUNCIL DULY PASSED this 5th day of December 2023.
I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by the City of Sebastopol City Council by the following vote:
APPROVED:_____________________________________________
Mayor, City of Sebastopol
VOTE:
AYES:
NOES:
ABSENT:
ABTAIN:
ATTEST:_____________________________________________
Mary Gourley, MMC, Assistant City Manager/City Clerk
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City Council Meeting December 5, 2023
APPROVED AS TO FORM: _______________________________________ Larry McLaughlin, City Manager/Attorney
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City Council Meeting December 5, 2023