ACTION:
____________________________
Clerk/Secretary
Department: Fire Item No: C9
Prepared by: Maia Hodge, Management Analyst Meeting Date: August 13, 2024 Approved by:
Gerard Washington, Fire Chief
John Conley, City Manager Agenda Location: Consent Calendar SUBJECT: PURCHASE OF ONE ENFORCER PIERCE AERIAL LADDER TRUCK RECOMMENDATION:
1.Adopt City Council Resolution No. 2024- , approving the purchase of one Enforcer Pierce Aerial Ladder Truck from South Coast Fire Equipment, Inc.
2.Adopt City Council Resolution No. 2024- , amending the Operating Budget for Fiscal Years 2023/24 and 2024/25.
CORRELATION TO CITY COUNCIL GOALS: Public Safety, and Fiscal Responsibility.
PRIOR ACTION: On June 27, 2023, adopted City Council Resolution No. 2023-117, approving the Fiscal Years 2023/24 and 2024/25 Operating Budget for (Vote: 5-0) On February 11, 2020, adopted City Council Resolution No. 2020-23, approving the purchase of a Pierce Aerial Fire Truck from South Coast Fire Equipment, Inc. (Vote: 5-0).
On November 8, 2011, adopted City Council Resolution No. 2011-170, approving the agreement with Sutphen Corporation for the purchase of an Aerial Fire Apparatus (Vote: 5-0).
STATEMENT ON THE SUBJECT: The Vista Fire Department is proposing to purchase one replacement Enforcer Pierce Tractor Drawn Aerial (TDA) Fire Truck from South Coast Fire Equipment. The department has one aerial ladder unit that was purchased in 2020 to respond to specialized incidents, such as structure fires, vehicle rescues, and technical rescues. The Fire Department’s equipment replacement schedule for the unit is 12 years. However, the current aerial ladder truck has logged over 48,000 miles in four years without a reserve unit to assist with the volume of specialized incidents. Staff is proposing to place the current aerial ladder unit in reserve status and purchasing one frontline replacement aerial fire truck to maintain operational readiness and reduce maintenance costs. The Fire Department and Public Works agree that replacement of the one unit will reduce the overall expenses to maintain the fire fleet and increase apparatus reliability and operational readiness. It is important to note that the lead time on the delivery of the new truck may take more than two years.
Staff considered the needs of the community, ensuring the aerial ladder truck would be able to access all parts of the City and the Vista Fire Protection District, and would provide the necessary firefighting AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
Approved above recommendation, adopted the following: 1) City Council Resolution No. 2024-136.
Vote: 5-0; 2) City Council Resolution No. 2024-137. Vote: 5-0
MEETING DATE: August 13, 2024 PAGE 2
SUBJECT: PURCHASE OF ONE ENFORCER PIERCE AERIAL LADDER TRUCK equipment on board. Staff additionally reviewed repair and warranty histories of different fire apparatus manufacturers, such as availability of replacement parts, costs of repairs, and potential time out of service.
Vista Municipal Code Section 3.08.060 states that the City shall have the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of equipment as long as the administering agency has made its purchases in a competitive manner, and it is in the best interest of the City to participate. The Enforcer Pierce Tractor Drawn Aerial (TDA) ladder truck is recommended to be purchased from Pierce Manufacturing, Inc. through HGAC Buy, a cooperative purchasing agreement offered nationwide to eligible local governments through the Houston-Galveston Area Council (H-GAC). H-GAC is a regional council of governments operating under the laws of the State of Texas and governed by a board comprised of 35 elected officials from a 13-county region. South Coast Fire Equipment, Inc. is an authorized seller of Pierce Manufacturing, Inc.
Staff recommends approving the purchase of one replacement Enforcer Pierce Tractor Drawn Aerial (TDA) ladder truck from South Coast Fire Equipment, Inc. as a cooperative purchase through HGAC Buy.
The approval of the apparatus will allow firefighters to respond to specialized incidents as part of a broader response/deployment plan while maintaining the current aerial ladder truck in reserve status. In addition, the City of Vista will save $309,735 by pre-purchasing the ladder truck within 15 days of City Council approval.
FISCAL IMPACT: The purchase price for the Enforcer Pierce TDA ladder truck is $2,179,309.05 (Exhibit 3), including applicable fees, taxes, and the HGAC Buy fee of $2,000. Additionally, $400,000 in contingency funds will be set aside to address any potential change orders and for the purchase of equipment to outfit the new ladder truck. The Fire Department Fire Equipment Replacement Reserve account (no. 0010000.310522) has $2,579,309.05 available. City Council approval of the staff recommendation will appropriate these funds into the Suppression Replacement Capital Outlay account (no. 0010260.562000.00160).
EXHIBITS:
1.City Council Resolution No. 2024- , approving the purchase of one Enforcer Pierce Aerial Ladder Truck from South Coast Fire Equipment, Inc.
2.City Council Resolution No. 2024- , amending the Operating Budget for Fiscal Years 2023/24 and 2024/25
3.South Coast Fire Equipment, Inc. Enforcer Pierce TDA Ladder Truck Quote 08/13/2024 C9 2 of 8
00029213 7
RESOLUTION NO. 2024-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, APPROVING THE PURCHASE OF ONE ENFORCER
PIERCE AERIAL LADDER TRUCK FROM SOUTH COAST FIRE EQUIPMENT, INC.
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. On June 11, 2024, adopted City Council Resolution No. 2024-103, amending the Operating Budget for Fiscal Years 2023/24 and 2024/25 (Vote: 5-0).
B. The Vista Fire Department proposes to purchase one aerial ladder truck for frontline service while placing the current aerial ladder truck in reserve status.
C. The City will realize cost and time savings by participating in the H-GAC cooperative purchasing program pursuant to Vista Municipal Code Section 3.08.060.
D. Sufficient funds are available in the Fiscal Year 2024/25 Fire Department Vehicle Replacement Fund account.
2. Action.
A. The City Council approve the purchase of one aerial ladder truck in the total amount of $2,179,309.05 from South Coast Fire Equipment, Inc., and an additional $400,000 to upfit the truck for a total of $2,579,309.05.
B. The City Manager is authorized to execute all necessary contract documents on behalf of the City with South Coast Fire Equipment, Inc. through H-GAC Buy.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on August 13, 2024, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20240805083215
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
08/13/2024 C9 3 of 8
EXHIBIT 1
00029213 7
RESOLUTION NO. 2024-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, AMENDING THE OPERATING BUDGET
FOR FISCAL YEARS 2023/24 AND 2024/25
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. On June 27, 2023 the City Council adopted Resolution 2023-117 approving the Operating Budget for Fiscal Years 2023/24 and 2024/25.
B. The City Council desires to amend the Operating and Capital Project Budgets at this time to reflect changed circumstances.
2. Action.
A. The Operating Budget for Fiscal Years 2023/24 and 2024/25 is amended as set forth in Exhibit A.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on August 13, 2024, by the following vote:
AYES:
NOES:
ABSTAIN:
APPROVED AS TO FORM:
WALTER CHUNG, CITY ATTORNEY
By:
APPROVED
Walter C. Chung
20230814103001
JOHN B. FRANKLIN, MAYOR
ATTEST:
KATHY VALDEZ, CITY CLERK
By:
08/13/2024 C9 4 of 8
EXHIBIT 2
RESOLUTION NO. 2024-
CITY COUNCIL FOR THE CHARTERED CITY OF VISTA
PAGE 1 EXHIBIT A
1. Account Number Account Description Increase Decrease 0010260.562000.00160 Suppression Replacement Capital Outlay 2,579,309$ 0010000.310522 Fire Equipment Replacement Reserve Account 2,579,309$ Appropriations are hereby made for the purchase of one Enforcer Pierce Aerial TDA ladder truck 08/13/2024 C9 5 of 8
Extension
(1 )
2,317,695.00$
Sales Tax @ 8.250%191,209.84$
2,508,904.84$
Performance Bond 5,678.35$
California Tire Fee 14.00$
Consortium Fee Not Applicable -$
2,514,597.19$
The above proposal price shall be valid until or extended in writing by South Coast Fire Equipment.
Said apparatus and equipment are to be built by the manfacturer and shipped in accordance with the specifications hereto attached, delays due to strikes, war or international conflict, failures to obtain chassis, materials, inability to obtain labor, supplies or manufacturing facilities, epidemics, acts of God, or causes beyond our control not preventing, delivery would be 47-50 months after receipt of this order and acceptance thereof at our office in Corona, California, and deliver to you at If the customer so desires to purchase the Product described in the Proposal and the attached specifications, prior to the expiration date listed above, the Customer shall sign and return this proposal. The Customer can then provide their choice of document for entering into the agreement by providing a Purchase Order, or signing a Contract with South Coast Fire Equipment, 3150 Palisades Dr. Corona, CA 92878 as the seller.
Vista CA.
Total Purchase Price would be reduced to $2,179,309.05
The specifications herein contained shall form a part of the final contract and are subject to changes desired by the purchaser, provided such alterations are interlined prior to the acceptance by the company of the order to purchase, and provided such alterrations do not matterially affect the cost of the construction of the apparaus
APPARATUS COST WITH TAX
14.00$
2,508,904.84$
2,514,597.19$
200 Civic Center Driver
One
. The buyer must make the payment
within 15 days to obtain the full discount. Payments not received with in the 15 days are subject to an adjustment to the Total Purchase Price for the prepayment. 2,317,695.00$
Enforcer Pierce Tractor Drawn Aerial (TDA) as
per the enclosed proposal for delivery sum
191,209.84$
5,678.35$
TOTAL PURCHASE PRICE
-$
09/03/24
Payment Terms - Payment is due of the Total Purchase Price at time of delivery. Changes to the specifications since the time of order can added to the Total Purchase Price or invoiced on a separate invoice. The final sales tax amount will be determined at time of delivery based on the tax rate at that time. An increase or decrease in cost will be reflected on the final invoice.
If the customer would desire to pay for the apparatus within 15 days of the purchase order being accepted the
PROPOSAL FOR FURNISHING FIRE APPARATUS
for final acceptance by South Coast Fire Equipment, Inc., at its corporate office in Corona, California, Each
July 3, 2024
VISTA FIRE DEPARTMENT
The undersigned is prepared to provide for you, our customer, upon an order being placed by you, the apparatus and equipment herein named and for the following prices:
Vista CA. 92084
08/13/2024 C9 6 of 8
EXHIBIT 3
The proposal for fire apparatus conforms with all Federal Department of Transportation (DOT) rules and regulations in effect at the time of bid, and with all National Fire Protection Association (NFPA) guidelines for Automotive Fire Apparatus as published at time of bid, except as modified by customer specifications Any increased costs incurred by the first party because of future changes in or additoinas to said DOT or NFPA standards will be passed along to the customer as an addition to the price set forth above. Unless accepted within 30 days from the specified date, the right is reserved to withdraw this proposition.
Respectfully Submitted,
South Coast Fire Equipment, Inc.
Sales Representative Signature:____________________________________ Title:_______________ Date:____________________
Cancellation/Termination. In the event this Agreement is cancelled or terminated by a party before completion, South Coast Fire Equipment (SCFE) may charge a cancellation fee. The following charge schedule based on costs incurred may be applied: (a) 10% of the Purchase Price after order is accepted and entered by Manufacturer; (b) 20% of the Purchase Price after completion of approval drawings, and; (c) 30% of the Purchase Price upon any material requisition. The cancellation fee will increase accordingly as costs are incurred as the order progresses through engineering and into manufacturing. SCFE endeavors to mitigate any such costs through the sale of such Product to another purchaser; however Customer shall remain liable for the difference between the Purchase Price and, if applicable, the sale price obtained by SCFE upon sale of the Product to another purchaser, plus any costs incurred by SCFE to conduct any such sale.
Due to global supply chain constraints, any delivery date contained herein is a good faith estimate as of the date of this order/contract, and merely an approximation based on current information. Delivery updates will be made available, and a final firm delivery date will be provided as soon as possible.
Persistent Inflationary Environment: If the Producer Price Index of Components for Manufacturing ( www.bls.gov Series ID: WPUID6112) ("PPI") has increased at a compounded annual growth rate of 5.0% or more between the month Pierce accepts the order (Order Month") and a month 14 months prior to the then predicted Ready For Pickup date ("Evalution Month"), then pricing may be updated in an amount equal to the increase in PPI over 5.0% for each year or fractional year between the Order Month and the Evaluation Month.
I, ___________________ authorized representative of
________________________ agrees to purchase the
proposed product(s) and agree to the terms and conditions of this proposal and the specifications hereto attached.
The Seller will document any such updated price for the customer's approval before proceeding and provide an option to cancel the order without charge if the updated price is not accepted.
Tim Olley
Force Majeure - South Coast Fire Equipment shall not be responsible nor deemed to be in default on accountof delays in performance due to causes which are beyond the seller's and manufacturer's control and make the seller's performance impracticable, including but not limited to wars, insurrections, strikes, riots, fires, storms, floods, other acts of nature, explosions, earthquakes, accidents, any act of government, delays in transportation, inability to obtain necessary labor supplies or manufacturing facilities, allocation regulations or orders affecting materials, equipment, facilities or completed products, failure to obtain any required license or certificates, acts of God or the public enemy or terrorisim, failure of transportation, epidemics, quarantine restrictions, failure of vendors (due to causes similiar to those within the scope of the clause) to perform their contracts or labor troubles causing cessation, slowdow, or interruption of work. 08/13/2024 C9 7 of 8
Contract
No.:FS12-23 Date
Prepared:7/29/2024
Buying
Agency:Contractor:
Contact
Person:
Prepared
By:
Phone:Phone:
Fax:Fax:
Email:Email:
Product
Description 23A-110 May 2024 Pricing
$2,007,642.00
Cost Cost
Subtotal B: $224,127.00
Cost Cost
Subtotal C: $85,926.00
4%
1 2,317,695 =Subtotal D: $2,317,695.00
Subtotal E: $2,000.00
Cost Cost
$14.00 $5,678.35
$165,656.70 -$309,735.00
-$2,000.00 Subtotal F: -$140,385.95
$2,179,309.05
Credit HGAC cost
Delivery Date: 48-50 months G. Total Purchase Price (D+E+F):
F. Trade-Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges Description Description
Tire Fee Performance Bond
Sales Tax Prepayment discount
E. H-GAC Order Processing Charge (Amount Per Current Policy) Subtotal From Additional Sheet(s):
Check: Total cost of Customization Categories (C) cannot exceed 25% of the total of the Base Unit Price plus Published Options (A+B).For this transaction the percentage is:
D. Total Cost Before Any Applicable Trade-In / Other Allowances / Discounts (A+B+C) Quantity Ordered: X Subtotal of A + B + C:
Description Description
Subtotal From Additional Sheet(s):
C. Customization Category Totals - Itemize below / Attach additional sheet(s) if necessary. (Note: Customization options are "manufacturer non-standard options" which were submitted and priced in Contractors's proposal.) 9096739900
[email protected] [email protected]
Enforcer chassis - 107' Tractor Drawn Aerial - 1036
A.Product Item Base Unit Price Per Contractor's H-GAC Contract:
B.Published Options - Itemize below - Attach additional sheet(s) if necessary. (Note: Published Options are "manufacturer standard options" which were submitted and priced in Contractor's proposal.) Description Description
CONTRACT PRICING WORKSHEET
For MOTOR VEHICLES Only
Due to global supply chain constraints, any delivery date contained herein is a good faith estimate as of the date of this order/contract. As needed, delivery updates will be provided as soon as possible.
City of Vista South Coast Fire Equipment/Pierce Manufacturing Robbie Ford Kevin Newell
08/13/2024 C9 8 of 8