HomeMy WebLinkAbout12/04/1990, - ADD ON AGENDA ITEM FIRE ENGINE PURCHASE ADD-ON AGENDA ITEM* - CONSENT AGENDA
DECEMBER 4, 1990
C-5 FIRE ENGINE PURCHASE (DOLDER/P-90-7)
Consideration of specifications for a 1500 GPM, four-door, cab-forward, triple
combination fire engine; estimated to cost $230,000 (continued from 4/17/90).
RECOMMENDATION: By motion,approve specifications for fire engine,authorize
staff to solicit bids, and authorize City Administrative Officer to award contract as
recommended.
`Report not received in time to place on agenda. The City Administrator's Office has
determined that failure to consider this item at this time could result in cost increases in
excess of $9,000.
December 4, 1990
11 cSan Luis OBISPO
COUNCIL AGENDA R �--
EPORT
FROM: Michael Dolder, Fire Chief
PREPARED BY: Robert F. Neumann, Fire Marshal and
William R. Dugger, Chief Mechanic
SUBJECT:
Consideration of approving revised specifications for a 1500 GPM,
four-door, cab-forward, triple combination fire engine and authorize
soliciting bids and contract award by the CAO if final bid is less
than $230, 000.
CAO RECOMMENDATION:
By motion, approve specification (No. F90-7) for a 1500 GPM triple
combination fire engine and authorize solicitation of bids and
contract award by the CAO if final bid is less than $230, 000.
DISCUSSION:
On April 17, 1990 the City Council approved specification No. F90-1
for a 1500 GPM triple combination fire engine and authorized the City
Administrative Officer to solicit bids and award a contract if the bid
was less than $230, 000. The April 17, 1990 Agenda Report (Attachment
11) discussed the need for replacing a 26 year old fire engine and
funding the vehicle purchase from the equipment replacement fund.
After starting the bid process the Fire Department was made aware of
State legislation (Senate Bill 286) which limited the axle weights for
fire department vehicles. The State legislation impacted City
Specification F90-1 and vendors were concerned regarding their ability
to bid on our specifications while meeting the new law change. Vendor
confusion and skepticism was reflected in the two bid submittals
received. One vendor bid twelve exceptions to City specifications and
the second vendor immediately requested that they be allowed to
withdraw their bid. The City Attorney's office and staff reviewed the
bids and the bid withdrawal request. The recommended action was to
approve the bid withdrawal, reject all bids, and to rewrite the
specifications to incorporate recent law changes.
During the interim period the California Fire Chiefs Association was
able to sponsor legislation which deferred the weight limits, imposed
by SB 286, until January 1992. The Fire Chiefs Association's intent
is to obtain permanent legislation which will exempt fire vehicles
from the axle weight limits. However, at this point it is
questionable as to whether the more restrictive standards will prevail
or whether fire vehicles will be exempted.
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idC1!�►►► ilifillli!11° iiii; city of San IDIS OBISpo
MNGa COUNCIL AGENDA REPORT
Page 2
In the past, the City has experienced axle weight and braking problems
with several fire vehicles. Based on past City experience and
language contained in SB 286 staff, recommends that the more
conservative axle weights be used as the City standard for purchasing
a new fire engine. Specification No. F90-7 includes the more
restrictive axle weight criteria and chassis changes which are
necessary to meet the specifications.
FISCAL IMPACT:
Revising the specifications to meet the more restrictive axle weights
and the requirements of SB 286 will increase the total cost of the
fire engine to approximately $242,000. The City typically makes an
effort to purchase a "turn key" vehicle, however, to offset some of
the pricing changes staff proposes to drop a number of items initially
included in the specifications and proposes to purchase these items
directly at a savings of approximately $4,000.
The specific items proposed for direct purchase are as follows:
OPTIONS DIRECT VENDOR
Elkhart Large Diameter Nozzle $10199 $1, 905
Piston Intake Relief Valves $114.90 $2,518
Opticom Signaling Device $1,450 $2,503
Radio Communication Equipment $5,000 S6, 000
TOTAL $9,139 $12,926
CONCURRENCE:
The Finance Director concurs that equipment replacement funds
($230,000) are budgeted for the purchase of a new fire engine.
Sufficient equipment replacement funds also exist for the direct
purchase of specialized equipment estimated at $9, 100.
ALTERNATIVES:
1. Readvertise for a triple combination fire engine using
specification No. F90-1.
2. Delay purchasing a new fire engine until the State Legislature
determines the axle weight limits for fire vehicles. /I
11 ,111i�Jll!iV�jili"; city of San WIS OBISPO
MaMe COUNCIL AGENDA REPORT
Page 3
PRO/CON OF ALTERNATIVES:
Alternative 1
Readvertising for a triple-combination fire engine using specification
No. F90-1 will provide the City with a larger number of bid responses
since the axle weight limits in SB 286 have been deferred until
January 1992. A vehicle purchased under these specifications will
meet the original $230,000 estimate and will save the City
approximately $10, 000 in comparison to specification No. F90-7.
However, purchasing a fire engine which meets existing weight and
braking limits could expose the City to additional liability. For
example, if the City received its new fire engine in December 1991,
and the axle weight limits contained in SB 286 were not permanently
extended, and subsequently the new engine built to lower standards was
involved in an accident, a case could be made that the City knew that
the old axle weight limits were questionable and that the City chose
to purchase a vehicle with lower safety standards.
In 1986 the City experienced a minor accident involving the aerial
ladder truck which had unknown braking and axle weight problems. The
out-of-pocket and potential City costs for this accident were
approximately $15,000.
Choosing the more conservative fire engine specification No. F90-7
will minimize City liability.
Alternative 2
Delaying the purchase of a new fire engine until a permanent
legislative decision is reached could take at least one year. During
this period the City will know the exact weight limit requirement.
However, since the fire vehicle being replaced is already 26 years old
additional purchasing delays could seriously impact the City's ability
to provide fire-protection services. Also, cost increases of 6-8% are
already scheduled unless orders are placed before mid-January 1991.
Delaying the purchase an additional year could increase the City's
cost by as much as 12 to 16%.
Attachments
Attachment #1 April 17, 1990 Council Agenda Report
Copies of Fire Engine Specification F90-7 are available in the
Council 's reading file
4I�,�h���l����""�►���!► city o� san lugs osispo AttachnLent MEETING PATE:
= A ril 17 1990
ITEM NUMBER:
COUNCIL AGENDA REPORT
CFROM: Michael P. Dolder, Fire Chief
SUBJECT: A. Consideration of approving specifications (No. F90-
1) for a 1500 GPM, four door, custom cab forward,
triple combination fire engine and authorize
soliciting of bids and contract award by the City
Administrative Officer if final bid is less than
$230, 000.
'B. Consideration of establishing a purchase and
replacement schedule for fire engines with a
projected operating life of 20 years.
CAO RECOMMENDATION
A. By motion, approve Specifications (No. F90-1) for a 1500 GPM triple
combination fire engine and authorize soliciting of bids and
contract award by the City Administrative Officer, if final bid is
less than $230, 000.
B. By motion, approve establishing a purchase and replacement schedule
for fire engines with a projected operating life of 20 years.
DISCUSSION
ODuring the 1987-89 budget hearings, City Council authorized the
purchase of a replacement fire engine in 1990 using equipment
replacement funds set aside for that purpose. At that time Council
also directed staff to, if possible, consolidate the fire engine
purchase with other cities to take advantage of group purchase savings.
In developing fire engine specifications No. F90-1 Fire Department
staff toured numerous northern California fire departments to research
the types and quality of products produced by various fire apparatus
manufacturers. Towns visited included Redwood City and the City of San '
Leandro. Both of these cities had purchased or were purchasing new
fire engines from Pierce Manufacturing. Redwood City previously
purchased a Pierce fire engine and recently placed an additional order
based on San Leandro's specifications including additions and
deletions:
San Leandro awarded a bid for three fire engines on Jan. 2.6, 1989.
Although 15 months later Pierce Manufacturing would allow the City of
San Luis Obispo to participate in the group purchase subject to a 3%
price increase and $32,000 for additions and deletions. San Leandro's
bid also included a trade-in for three fire engines. Based on the
price increase, the trade-in deviation and the $32, 000 additions and
deletions cost, the cooperative purchase with San Leandro was not
pursued further.
CThe most recent bid awarded to Pierce Manufacturing was by the American
' River Fire Protection District in the Sacramento area. However,
American River did not competitively bid the purchase of four engines.
Staff is, therefore, not recommending to cooperatively purchase a fire
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��VIII�J�j ;il CI-W or sai .-MIS OBISPO
MEZO COUNCIL AGENDA REPORT
engine with American River Fire Protection District as authorized by
Municipal Code Section 3. 24.060 Part E.
City Specifications F90-1 (available in the Council ' s reading file)
include the requirements for a 1500 GPM triple combination fire engine
that meet the operational needs as well as the geographic and
topographical conditions which are unique to the City of San Luis
Obispo. The engine built under these specifications will serve the
City ',s needs for the next 20 years (16 years first line and 4 years as
a reserve engine) . Staff has also attempted to shorten the wheel-base
of the engine and improve the turning radius as compared to City
engines previously purchased in 1979 and 1982. These chassis changes
will meet the vehicle capacity requirements of the Fire Department
while minimizing the impacts on turning radii and circulation
requirements.
Historically, the City has purchased. replacement fire apparatus on a
non-scheduled basis. Past replacement was based on a reaction to
mechanical breakdowns after they occurred rather than on a projected
life expectancy and planned replacement. As an example, in 1977 two
fire engines were purchased at the same time because the existing
engines were not capable of being used as first response units and a
new fire station was opening. At that time no planned replacement
program existed. Consequently, when the City purchased the newest fire
engine in 1982 , the surplused fire engine was a 22 years old vehicle.
The proposed 1990 fire engine purchase will replace a 1964 engine which1 �
has been in service for over 26 years. Once the engine order is
placed, the manufacturer requires one year to build the engine.
Engine-5 will be 27 years old when it is actually taken out of service. i
Staff is proposing that a replacement schedule be approved as outlined
in Attachment #`1. This replacement schedule will correct the sporadic
replacement of fire engines and will assure citizens that reliable fire
engines are always available for their needs.
Currently, the City has four first response fire engines and one
reserve fire engine. Each of the City's first response fire engines,
on average, responds to over 1,000 emergencies each year. In addition,
these same fire engines are used during fire inspections and training
exercises for a total of 1,500 emergency and non-emetgency trips per
engine per year. Each fire engine operates approximately 3,000 hours
per year. Based on today's equipment and usage, the projected life
expectancy of a San Luis Obispo fire engine is 20 years or less; 16
years as a first response vehicle and 4 years as a reserve vehicle. By
following the proposed replacement schedule, the City would purchase a
new fire engine every four years. The result would allow the City to
maintain a fire engine for no more than 20 years (16 years .as a first
line vehicle and 4 years as a reserve vehicle) . Engine-1 and Engine-
2, as listed in Attachment 11, are exceptions to the replacement
schedule. Extending the operating lives of these two engines is
necessary because no comprehensive replacement program existed in the
past.
"J
r
city or San ; AS osIspo
COUNCIL AGENDA REPORT
FISCAL IMPACT:
The approved FY1989-91 budget (Pg. D-11, Objective #4) includes a major
Fire Department objective to purchase a new fire engine. Funding for
the new engine (estimated cost $2.30, 000) is included in the equipment
replacement fund. Opportunities for cooperative purchasing have
already been pursued without success. However, efforts in this area
will continue throughout the bidding and contract negotiations process.
The proposed equipment replacement schedule (Attachment #1) will not
impact the equipment replacement fund. Yearly allocations to the
current equipment replacement fund are already based on a fire engine.
operating for 20 years. The proposed replacement schedule formalizes
the life expectancy of a fire engine and includes specific dates for
placing an engine in reserve status and specific dates for purchasing
new engines. The proposed schedule avoids purchasing multiple engines
in a single year.
CONCURRENCES:
The Finance Director concurs that equipment replacement fundp
($230, 000) are budgeted for the purchase of a new fire engine. The
Finance DIrector also supports the proposed fire engine replacement
schedule which will aid in forecasting the funding needs of the
equipment replacement fund.
ALTERNATIVES:
1. Delay purchasing a new fire engine.
i
PRO/CON OF ALTERNATIVES
Delaying the purchase of a new fire engine will also postpone the
payment by the same time period. However, purchasing delays cannot be
longer than a year or two since the current reserve engine is already
26 years old and one year is required to actually build a new engine.
The current reserve engine, Engine-5, has already undergone numerous
major mechanical repairs during 1989 and 1990. These repairs occurred
during the same time period when Engine-4 and Engine-2 were undergoing
major overhauls and preventative maintenance. Delaying the purchase of
a new fire engine will severely impact the City's ability to keep four
engines operating and available for day-to-day emergency response
needs. ALthough a purchase delay is an alternative, it will have
significant operational impacts.
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WiN COUNCIL AGENDA REPORT
ATTACHMENTS
Attachment #1 Fire Engine Purchase and Replacement Schedule
Copies of Fire Engine Specifications (F90-1) are available in the
Council 's reading file.
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FIRE ENGINE PURCHASE & REPLACMENT SCHEDULE
C VEHICLE YEAR BUDGET FIRST LINE YEAR YEARS YEAR TOTAL REPLACED
PURCHASED YR. APROU. SERVICE RESERVED RESERVE REPLACE YEARS KITH
E-5 1964 18 1982 8 1990 26 E-6
E-4 1977 13 1990 4 1994 17 E--7
E-2 1977 17 1994 4 1998 21 E-8
E-1 1979 19 1998 4 2602 23 E-9
E-3 1982 20 2082 4 2006 24 E-10
E-6 1940 88/89 16 2086 3 2009 19 E-11
E-7 1994 92/9.3 15 2809 4 2013 19 E-12
E-8 1998 96/97 15 2013 5 2618 20 E-13
E-9 2002 2000/01 16 2018 4 2022 20 E-14
E-10 2006 2004/05 16 2022 4 2026 20 E-15
E-11 2009 2007/08 17 2026 4 2030 21 E-16
OE-12 2013 2011/12 17 2030 4 2034 21 E-17
E-13 2018 2016/17 16 2034 4 2038
20 E-18
E-14 2022 2020/21 16 2038 4 2042 20 E-19
E-15 2626 2024/25 16 2042 4 2046 20 E-20
E-16 2030 2028/29 16 2046 4 2050 20 E-21
.E-17 2034 2032/33 16 2050 4 2054 20 E-22
E-18 2038 2036/37 16 2054 4 2058 20 E-23
E-19 2042 2040/41 ib 2058 4 2062 20 E-24
E-20 2046 2844/45 18 2064 2 2066 20 E-25
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