HomeMy WebLinkAbout03-15-2016 Item 06 - Fleet Replacement Acceleration
Meeting Date: 3/15/2016
FROM: Garret Olson, Fire Chief
Daryl Grigsby, Public Works Director
Prepared By: Jeremy Schmidt, Fire Mechanic
Julie Cox, Administrative Analyst
Ryan Betz, Administrative Analyst
Isaac Shuck, Fleet Supervisor
Tim Bochum, Public Works Deputy Director
SUBJECT: FLEET REPLACEMENT ACCELERATION
RECOMMENDATION
1. Approve acceleration of three vehicle replacements from FY 2016-17 to FY 2015-16 due
to the extended period of time between order and receipt; and
2. Approve the lease purchase of one 2016 Pierce Arrow XT PUC 75’ Quint Aerial Fire
Apparatus in the amount of $894,650; and
3. Approve the lease purchase of one 2016 International/Tymco Street Sweeper Truck in the
amount of $246,817.60; and
4. Authorize the City Manager, to execute a five year agreement with PNC Equipment
Finance to accomplish these two lease purchases in a form subject to the approval of the
City Attorney and Director of Finance; and
5. Authorize the Finance Director to execute the purchase orders in the amounts noted and
associated with the fleet replacements described in Attachment A; and
6. Approve revenue appropriation of $36,096 from the Fleet Sale of Surplus Property fund
and expenditures of $36,096 for Command Vehicle CIP ($16,247) and Ambulance/Squad
CIP ($19,849) for new equipment requirements for Ambulance/Squad and Command
Vehicle; and
7. Authorize the surplus designation of Fleet Asset No. 9403, a 1991 Pierce 75’ Quint, Fleet
asset 0021, a 2000 Chevrolet Tahoe, and Fleet Asset No. 0317, a 1998 Ford E350
Ambulance, Fleet Asset No. 0206 2001 Freightliner/Tymco Sweeper Truck by sale,
auction, trade-in or other method in accordance with the City’s policies and procedures as
prescribed in the Financial Management Manual Section 405-L and 480.
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REPORT-IN-BRIEF
Due to three specialized vehicles rapidly approaching end of useful life and because of the
extended times to procure such specialized vehicles, staff recommend the accelerated
replacement of the following: Fire Aerial Quintuple (“Quint”) Apparatus, Fire Command
Vehicle and Public Works Street Sweeper. A Quint combination pumper-aerial serves a dual
purpose, both as a fire pumper and an aerial apparatus. By definition this includes an aerial
ladder greater than 50 feet, minimum water tank of 300 gallons, fire pump capable of 750 gallons
per minute, and incorporate specific inventories of ancillary equipment including hose and
ground ladders.
These three vehicles were each approved for replacement FY 2016-17. Additionally, the Fire
Squad/Ambulance was approved for replacement in FY 2015-16 but because of new ambulance
crash standards, this purchase requires a more expensive gurney system and added funding of
$19,849. The Fire Command vehicle requires a more expensive radio system because the old
system is no longer available and the additional allocation of $16,247 for this vehicle is sought.
Staff is proposing the use of Fleet Sale of Surplus Property revenue from FY 2015-16 to pay for
the additional costs associated with these vehicle acquisitions.
DISCUSSION
Background
The build time for these vehicles ranges from approximately six to twelve months due to their
complexity. Given this long build time and the condition of the current fleet, staff is requesting
this replacement acceleration to ensure continuity of service and decreased maintenance
expenses to keep aged apparatus in service. Emergency vehicles are a vital part of the service
delivery for the San Luis Obispo City Fire Department. The Fire Department responds to over
5,000 emergency service calls annuall y. A Fire Apparatus Quint, Squad Ambulance and
Command Vehicle, were all approved to be replaced as part of the 2015-17 Financial Plan in
Fiscal Year 2016-17, Fire and Fleet operations developed a Fire Quint Apparatus, Squad and
Command Vehicle specification committee that took into account the unique features of our
community and identified the overall best fit for City’s fire vehicles. The new Fire Quint
Apparatus will replace a 23-year-old unit and the Squad will replace City an 18 year old unit.
The Command vehicle will replace a 16-year-old unit. The new vehicles will provide a higher
level of service while reducing costs and staff time for maintenance. The new Quint will also
meet highest emission standards.
The replacement of the 2001 Freightliner/Tymco Street Sweeper Truck, used daily by the Streets
maintenance staff, was approved as part of the 2015-17 Financial Plan in Fiscal Year 2016-17,
This vehicle is now fourteen years old and is well beyond its useful life replacement target of
eight years for sweeper vehicles. This truck is used primarily for critical City streets sweeping
maintenance and paving operations cleanup. Additionally, it is used to assist the Police
Department with vehicle accident cleanup, cleaning the City Corporation Yard’s wash bay area,
and assisting the Utilities Department in cleanup after water main breaks and/or storm drain
cleaning. Similar to the fire apparatus discussed above, the sweeper lead time for vehicle
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production is six to twelve months. Ordering the vehicle now allows for delivery in the fiscal
year that is planned for in the Financial Plan.
Fire Apparatus Quint – Sole Source Purchase Recommended
Following extensive analysis, Staff is seeking the authorization to purchase a 2016 Pierce 75’
Quint Aerial PUC Pumper. Pierce Fire apparatus has been a dependable platform for emergency
response in the City for more than a quarter century.
Why a Sole Source Purchase of the Quint is Recommended
Staff recommends a sole source purchase award to South Coast Fire Equipment in the amount of
$894,650.29 for the purchase of a 2016 Pierce Arrow XT Quint 75 Foot Aerial PUC Fire
Pumper. (Attachment B) City purchasing guidelines allow for sole source when supplies or
equipment have been uniformly adopted in use by the City or otherwise standardized. The Pierce
Fire Quint Aerial Pumper has been the standard aerial apparatus for the City of San Luis Obispo
for the last quarter century. While there are other vendors that could provide aerial apparatus,
staff is recommending Pierce due to a variety of issues, including, equipment standardization and
familiarity by both the fire engineer and fire the mechanic, production time reduction due to the
working experience the City has established with Pierce’s manufacturing staff, and the benefits
of utilizing local vehicle vendors, California-based South Coast Fire Equipment. South Coast
Fire Equipment is providing the purchasing quote for aerial apparatus at the base price reflective
of a nationally utilized cooperative purchasing agreement. Used as a pricing standard throughout
the fire service, this master contract is commonly known as the HGAC, or Houston Galveston
Area Council cooperative purchasing agreement. While the City is not purchasing through the
HGAC, the City’s price for this apparatus is reflective of this agreement.
The Fire Department has a significant equipment and training investment with maintaining
Pierce manufactured apparatus. Fire Fleet already has an inventory of spare parts, filters and
maintenance items specific to the Pierce fire aerial apparatus platform. This inventory would be
costly to retrofit to accommodate another make of engine. Additionally, the Fire Department Fire
Vehicle Mechanic is specially trained and equipped to provide maintenance to Pierce
manufactured fire apparatus. All current front-line heavy duty fire apparatus is manufactured by
Pierce. Continuing with Pierce heavy duty apparatus maximizes the training and specialty tools
already provided to staff, thus controlling costs. Finally, the cost for the Pierce Aerial Apparatus
is comparable to that of other vendors.
Squad Rescue Ambulance - Cooperative Purchasing
The City’s Financial Management Manual, Section 405-I page 14, recommends fleet purchases
using either a State cooperative purchasing contract or “piggyback” agreements with local
agencies.
All Fleet purchases such as Police patrol vehicles, general purpose fire trucks, sedans
station wagons, passenger vans, light to heavy trucks, utility vehicles, and construction
equipment should generally be acquired new through State of California Multiple Award
Schedule (CMAS) contracts. Specialized units not generally available through CMA
should generally be acquired new through “piggyback” purchases, where other local
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agencies have conducted competitive procurements and made those contracts available
to the City.
CMAS contracts that leverage prices by other agencies provide substantial cash discounts for the
City when making these procurements as well as expedite the purchasing process. Having the
capability to make a purchase through an established purchasing agreement, as opposed to an
independent purchase, will provide the City with additional savings which can be utilized
towards the purchase of additional replacement equipment. After conducting bids from the
National Joint Purchasing Alliance (NJPA), the HGACBuy Cooperative Purchasing Program
(HGACBuy Contract No. SW04-14 and local vendor Perry Ford and Alfano Motors per City’s
financial Management Manual Section 405-I, page 14 line 3 which states:
3. Contact any local dealers that might have been potential bidders to ensure that the
cooperative contract price is a good value and prudent alternative to advertising for
bids.
a. Use local dealer within the city limits if they can provide the same brand, model and
configuration of item(s) identified in cooperative purchase agreement(s) at or below
the cooperative purchasing net cost within the same terms and conditions.
Per the City’s purchasing policy, staff is seeking Council approval to purchase one Squad Rescue
Ambulance for $199,849. Currently budgeted and approved for replacement as part of the
2015-16 financial plan. Staff has concluded that the 2016 Ford F550 4WD with Leader
Industries ambulance package would make the best fit for the Fire Department’s Squad Rescue
Ambulance needs (Attachment C). The vehicle will be outfitted through Leader Ambulance, a
well-known and well reputed fire equipment builder and repair facility located in Southern
California. The price quote benefits from the cost competitive bid process obtained by the City of
Downieville Fire Department. The chassis for the vehicle will be purchased through Perry Ford,
a local vendor, and transported to Leader for production.
Squad Chassis
Perry Ford was the lowest bid for the Squad Chassis. Staff recommends approval of using Perry
Ford for this purchase. (Attachment E)
Command Vehicle
Per the City’s purchasing policy, staff is seeking Council approval to purchase one new Fire
Battalion Chief (BC) Command vehicle currently budgeted and approved for replacement as part
of the 2015-17 Financial Plan in Fiscal Year 2016-17. Staff has concluded after an extensive
analysis that the 2016 Chevrolet Suburban 4WD 4-door, 1500 series would make the best fit for
the Fire Departments’ command vehicle requirements. The vehicle will be purchased through
Alfano, a local vendor, pursuant to City purchasing guidelines. An additional $16,247 is also
requested as the radio in the replacement Command Vehicle is no longer available and a new
model radio kit ($16,247) for the vehicle is required.
Command Vehicle Chassis
Alfano Motors was the lowest bid for the Command Vehicle Chassis. Staff recommends
approval of using Alfano Motors for this purchase. (Attachment D)
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Sweeper Truck
Pursuant to City purchasing guidelines, staff explored use of a multi -year cooperative purchasing
agreement with HGACBUY Contract No. SW04-14, effective through March 31, 2016, to
purchase a sweeper truck that met City specifications. This resulted in a quote to taling
$246,817.80 through its approved dealer, Tymco Inc. Per City purchasing guidelines, staff
searched for a local dealer for comparison pricing and found no local sweeper truck dealers.
(Attachment F)
Lease Purchase
The City has strategically used lease options as ways to reduce significant variations in the costs
of replacing vehicles or other specialty equipment. Due to the high cost of the fire engine and
sweeper, staff proposed and Council approved debt financing of these two vehicles in the 2015-
17 Financial Plan to stabilize the annual costs needed to be paid from the Fleet Fund. Staff is
seeking the authorization to execute a lease purchase agreement with PNC Equipment Finance
(Attachment G), - for the acquisition of the new Fire Apparatus Quint and the Tymco Street
Sweeper currently budgeted and approved for replacement as part of the 2016-17 Financial Plan.
In the 2015-17 Financial Plan, pages G7 and G10 the debt financing is addressed and within
expectations.
FISCAL IMPACT
Funding for the replacement apparatus listed in the table below was approved in the 2015-17
Financial Plan. Since the approval of the 2015-17 Financial Plan, new standard equipment
requirements have occurred such as gurney and radio kit for the Ambulance Van Package and
the Command Vehicle. The ambulance budget expected that the current patient gurney could be
reused with the new vehicle. The existing gurney for the Ambulance does not meet the triple K
Ambulance Crash Standards and requires purchase of a new gurney $16,169 plus $3,680 for
increased cost for required equipment, totaling $19,849. The radio in the replacement Command
Vehicle is no longer available and a new model radio kit ($16,247) for the vehicle is required.
(Attachment H) The current budgets for these vehicles are not sufficient to cover these additional
costs. Staff recommends approval of $36,096 from Fleet Sale of Surplus Property revenue fund
to cover the additional costs.
Department
Adopted
Budget Fiscal Year
New
Equipment
Requirements Total Cost
Fire
Ambulance Package Van 180,000 15-16 19,849 199,849
Aerial Fleet Apparatus 900,000 16-17 n/a 900,000
Command Vehicle
(Emergency Response
SUV) 99,400 16-17 16,247 115,647
Public Works
HD Truck Sweeper Unit 266,600 16-17 n/a 266,600
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The first payment of the purchase lease, in the amount of $42,184 for the Aerial Fleet Apparatus
and the HD Truck Sweeper, was scheduled to occur in FY 2016-17. Based upon the proposed
lease purchase agreement with PNC Equipment Finance and the acceleration to the delivery of
the two vehicles, the new FY 2016-17 payment will be $241,019. The change to the payment
plan in the Debt Service Fund will be updated as part of the 2016-17 Budget Supplement.
ALTERNATIVES
Deny Funding Transfer and Purchase. The City Council could choose to deny or defer the
Quint 75’ Aerial Fire Apparatus, Command and Squad Rescue and Street Sweeper vehicles.
Staff does not recommend this option as the replacements were approved as part of the 2015-17
Financial Plan. The vehicles above have met its useful target life in both years and mileage.
Denying or deferring the purchase could result in costly maintenance and repairs due to aging
vehicles.
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Attachment A Purchase Orders
Authorize the Finance and Information Technology Director to execute the purchase orders listed
below:
1. a purchase order to South Coast Fire Equipment in the amount of $894,650.29 for the
purchase of one new 2016 Pierce Arrow XT PUC 75’ Quint Aerial Fire Apparatus and
2. a purchase order to International/Tymco in the amount of $246,817.80 for the purchase of
one new 2016 Sweeper Truck and
3. a purchase order to Alfano Motors in the amount of $46,961.75 for the purchase of one
new 2016 Chevrolet Suburban 1500 Command Vehicle Chassis and
4. a purchase order to Perry Ford in the amount of $55,118.88 for the purchase of one new
2016 Ford F550 Ambulance Chassis and
5. a purchase order to Leader Emergency Vehicles in the amount of $144,730.09 for the
purchase build of one new Ambulance/Squad and
6. a purchase order to Motorola Solutions in the amount of $16,247.52 for the purchase of a
radio kit for the Command Vehicle Chassis
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10941 Weaver Avenue
South El Monte, CA 91733
Kevin Oberthier, Factory Direct Sales
Mobile: (559) 761-9382
Fax: (559) 276-3235
2-Feb-2016
TERMS SHIP VIA
COD Ground
QUANTITY EACH EXTENDED AMOUNT
1 $133,998.00 133,998.00$
Sub-Total 133,998.00$ 133,998.00$
1 Sales Tax 8.00%10,719.84$ 10,719.84$
7 CA Tire Fee $1.75 (Per Tire)12.25$ 12.25$
1 DMV Fee's
TOTAL QUOTED AMOUNT 144,730.09$ 144,730.09$
Customer Approval:Payment: (Please check one)
Leasing
Company Check
Wire Transfer
Quotation is valid for 60 days
Stryker power cot, Electric Modular door locks,
Features. "E" Start, Unlock Switch, Tinted Windows, Cot Stop.
Safety Net, Console, LED Lighting, Zico Bottle Holder.Pre-set Reg,
Chassis Will be Provided by SLOFD.
FOB
South El Monte, CA
QUOTATION
Signature
San Luis Obispo F.D.
2160 Santa Barbara AveSan Luis Obispo , CA. 93401
THANK YOU FOR YOUR BUSINESS
Pricing
Date
Delivery 120-140 Days after receipt of chassis
DESCRIPTION
Purchaser agrees to defend, indemnify and hold Halcore Group Inc., dba Leader Industries, harmless from any claims, costs (including actual
attorney's fees), damages and liabilities caused in whole or impart by any alteration or modification of, or change
TERMS: All Vehicle Sales Are C.O.D. Titles to be Processed Upon Receipt of Payment in Full.
2016 Ford F-550 Type-1 4x4 Leader Conversion
Inverter / Charger, "H" Tank set-up, Hidden Door Switch,
Liquid Spring system, Paint Ford Red, Rear Chevrons, lettering
6.c
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Contract
No.:SW04-14 Date
Prepared:1/26/2016
Buying
Agency:Contractor:
Contact
Person:
Prepared
By:
Phone:Phone:
Fax:Fax:
Email:Email:
Product
Code:BH06 Description:
95,750.00$
Cost Cost
1,500.00$ 565.00$
1,225.00$ 1,300.00$
1,275.00$ 815.00$
410.00$ 1,130.00$
1,605.00$ 77,750.00$
14,000.00$
Subtotal B: 101,575.00$
Cost Cost
5,000.00$ 750.00$
200.00$ 1,800.00$
50.00$ 600.00$
750.00$ 1,500.00$
2,500.00$ 80.00$
50.00$ 50.00$
750.00$ 5,150.00$
500.00$ 1,680.00$
800.00$ Subtotal C: 22,210.00$
11%
219,535.00$
1 219,535.00$ =Subtotal D: 219,535.00$
Cost Cost
9,000.00$
18,282.80$
Subtotal F: 27,282.80$
246,817.80$
CONTRACT PRICING WORKSHEET
For MOTOR VEHICLES Only
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H-GAC @ 713-993-4548. Therefore please type or print legibly.
City of San Luis Obispo, CA TYMCO, Inc.(ISSUE P.O. TO TYMCO, Inc.-
email below)
254-799-2722
kaye.morgan@tymco.com
Kaye Morgan
254-799-5546
Hi/Low Pressure Washdown System 600005 Hopper Drain 600020
Auxiliary Hand Hose - 8" 600035 Gutter Broom Tilt Adjuster - Left & Right 600022
TYMCO Model 600 Regenerative Air Sweeper
A. Product Item Base Unit Price Per Contractor's H-GAC Contract:
B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable.
Description Description
Pick-Up Head Curtain Lifter 600087 2014 International 4300-DT Chassis 600707
John Deere iT4 Auxiliary Engine 600001
Abrasion Protection Package 600036 Hopper Deluge 600043
Reverse Pick-Up Head System 600082 Auxiliary Hydraulic System 600053
PRICE GOOD UNTIL 3/31/16
Hydraulic Level/Temp Shutdown System
Dump Switch in Cab Low Emission Package
Hydrant Wrench
Subtotal From Additional Sheet(s):
LED Lights - Stop/Turn/Tail/Clearance/Markers Gutter Broom Segments - Spares
Traffic Directing Light - LED
C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary.
Description Description
Truck Manuals - Parts & Service 2016 International 4300-ISB 2 Spd UPGRADE
FT4 John Deere Aux. Engine UPGRADE
F. Trade-Ins / Other Allowances / Special Discounts / Freight / Installation
Description Description
Freight/PDI/Inservice
Check:Total cost of Unpublished Options (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:
CA Sales Tax (8%)
Delivery Date: 120-180 Days G. Total Purchase Price (D+E+F):
Slow Moving Vehicle Sign Hazard Reflectors
Water Tank Level Gauge
ASI Overspeed Auto Sweep Interrupt
Camera/Monitor System - 2 cameras Fire Extinguisher
6.f
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Quote Number:QU0000349962
Effective:02 FEB 2016
Effective To:27 MAY 2016
Bill-To:Ultimate Destination:
SAN LUIS OBISPO FIRE DEPARTMENT SAN LUIS OBISPO FIRE DEPARTMENT
2160 2160
SANTA BARBARA STREET SANTA BARBARA STREET
SAN LUIS OBISPO, CA 93401 SAN LUIS OBISPO, CA 93401
United States United States
Attention:Sales Contact:
Name:Jeremy Schmidt Name:Tammie Massirer
Email:jschmidt@slocity.org Email:Tammie.Massirer@motorolasolutions.com
Phone:805-781-7375 Phone:19166260493
Contract Number:LA COUNTY (CA)
Freight terms:FOB Destination
Payment terms:Net 30 Due
Item Quantity Nomenclature Description List price Your price Extended Price
1 3 M25KSS9PW1AN APX6500 VHF MID POWER $2,194.00 $1,645.50 $4,936.50
1a 3 G806BE ADD: ASTRO DIGITAL CAI
OPERATION
$515.00 $386.25 $1,158.75
1b 3 G442AJ ADD: O5 CONTROL HEAD $432.00 $324.00 $972.00
1c 3 G67BC ADD: REMOTE MOUNT MID POWER $297.00 $222.75 $668.25
1d 3 G398AU ENH: 3 YEAR REPAIR SERVICE
ADVANTAGE
$182.00 $182.00 $546.00
1e 3 GA00179AB ADD: NO REMOTE CABLE NEEDED ---
1f 6 W22BA ADD: PALM MICROPHONE $72.00 $54.00 $324.00
1g 3 G444AE ADD: APX CONTROL HEAD
SOFTWARE
---
1h 3 G89AC ADD: NO RF ANTENNA NEEDED ---
1i 6 G831AD ADD: SPKR 15W WATER RESISTANT $60.00 $45.00 $270.00
1j 3 G48BD ENH: CONVENTIONAL OPERATION
APX6500
$500.00 $375.00 $1,125.00
1k 3 GA00092AC ADD: DUAL-CONTRL HD HARDWARE $570.00 $427.50 $1,282.50
2 1 M25SSS9PW1AN APX6500 UHF R2 MID POWER $2,194.00 $1,645.50 $1,645.50
2a 1 G806BE ADD: ASTRO DIGITAL CAI
OPERATION
$515.00 $386.25 $386.25
2b 1 G442AJ ADD: O5 CONTROL HEAD $432.00 $324.00 $324.00
2c 1 G67BC ADD: REMOTE MOUNT MID POWER $297.00 $222.75 $222.75
2d 1 G398AU ENH: 3 YEAR REPAIR SERVICE
ADVANTAGE
$182.00 $182.00 $182.00
2e 1 GA00179AB ADD: NO REMOTE CABLE NEEDED ---
2f 2 W22BA ADD: PALM MICROPHONE $72.00 $54.00 $108.00
2g 1 G444AE ADD: APX CONTROL HEAD
SOFTWARE
---
2h 1 G89AC ADD: NO RF ANTENNA NEEDED ---
2i 2 G831AD ADD: SPKR 15W WATER RESISTANT $60.00 $45.00 $90.00
2j 1 G48BD ENH: CONVENTIONAL OPERATION
APX6500
$500.00 $375.00 $375.00
2k 1 GA00092AC ADD: DUAL-CONTRL HD HARDWARE $570.00 $427.50 $427.50
Estimated Tax Amount $1,203.52
Total Quote in USD $16,247.52
6.h
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This pricing utilizes LA Contract Master Purchase Agreement MA-IS-1240419-2
PO Issued to Motorola Solutions Inc. must:
>Be a valid Purchase Order (PO)/Contract/Notice to Proceed on Company Letterhead. Note: Purchase Requisitions cannot be accepted
>Have a PO Number/Contract Number & Date
>Identify "Motorola Solutions Inc." as the Vendor
>Have Payment Terms or Contract Number
>Be issued in the Legal Entity's Name
>Include a Bill-To Address with a Contact Name and Phone Number
>Include a Ship-To Address with a Contact Name and Phone Number
>Include an Ultimate Address (only if different than the Ship-To)
>Be Greater than or Equal to the Value of the Order
>Be in a Non-Editable Format
>Identify Tax Exemption Status (where applicable)
>Include a Signature (as Required)
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