REQUEST FOR CITY COUNCIL ACTION
DATE: 06/21/2023
TO: Honorable Mayor and City Council Members
FROM: Fire Department
SUBJECT:
Title
PURCHASE OF ONE (1) KOVATCH MOBILE EQUIPMENT 1800 GALLON FIREFIGHTING RATED WATER TENDER FROM FIRE APPARATUS SOLUTIONS UTILIZING THE SOURCEWELL COOPERATIVE PURCHASING PROGRAM, CONTRACT NUMBER 113021-RVG-3
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EXECUTIVE SUMMARY:
This staff report asks the City Council authorization to issue a purchase order to Fire Apparatus Solutions (FAS) in the amount of $647,859 for the purchase of one (1) Kovatch Mobile Equipment (KME) 1800-gallon firefighting rated water tender utilizing the Sourcewell Cooperative Purchasing Program. This purchase would replace an existing 1800-gallon water tender that meets the parameters for replacement based on Administrative Policy No. 09100.508 “Vehicle Equipment Replacement.”
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Approve the use of the Sourcewell Master Price Agreement Number #113021-RVG-3 for the purchase of one (1) Kovatch Mobile Equipment (KME) 1800-gallon firefighting rated water tender.
b. Make a determination under Corona Municipal Code Section 3.08.140(C) that competitive bidding is not required for this purchase based upon the reasons provided in this staff report.
c. Authorize the City Manager, or his designee, to issue a purchase order to Fire Apparatus Solutions in the amount of $647,859.
d. Authorize the City Manager, or his designee, to negotiate and execute non-substantive extensions, change orders and amendments up to the amount authorized by Corona Municipal Code Section 3.08.080(I), which is equivalent to 10% or $64,786.
e. Authorize an appropriation in the amount of $712,645 from the Fleet Operations Fund 682 to the Vehicle Procurement Project No. 68340.
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BACKGROUND & HISTORY:
Annually, the Fire Department selects vehicles for replacement based on Administrative Policy No. 09100.508 "Vehicle Equipment Replacement" and the department's operational needs. Unit 62064, also known as Water Tender 5, is a 2000 International 4900 fire apparatus with an 1800-gallon water tank and a 500-gallon per minute fire-rated pump. This unit is deployed for fires where a nearby water source is unavailable and the 500-gallon water tank on a fire engine is insufficient. Such fires may involve wildland areas, freeways, or water distribution system failures. The unit can be dispatched within the city, region, and across the state through the California Mutual Aid System.
At 23 years old, Unit 62064 is due for replacement according to Administrative Policy No. 09100.508, which stipulates an 18-year replacement period. Moreover, it scored 39 points on the American Public Works Association's (APWA) assessment, qualifying it for immediate replacement, as anything above 28 points merits such action. The APWA assessment considers six factors: age, mileage/hours, service type, reliability, maintenance/repair costs, and condition.
Unit 62064 suffers from several unrepairable water tank leaks, which are damaging the body and tank, and will eventually render it inoperative. Its pressure relief valve, a safety device for operators, has been permanently removed due to repeated failures. The unit has become unreliable and is frequently taken out of service due to mechanical problems. It recently broke down during a mutual aid vegetation fire operation and required towing to a repair facility.
This unit also uses outdated technology and safety features. It lacks four-wheel drive, hampering its ability to navigate the varied terrains of wildland firefighting. It also lacks a portable water tank and dump valve, crucial for water shuttling operations, where water tenders continually replenish a portable tank for on-site resources. There's no bumper-mounted nozzle, a tool that allows simultaneous driving and water spraying for efficient wildland fire combat. Its safety restraint devices do not meet the National Fire Protection Association 1901 standard (NFPA 1901). Its primary and secondary braking systems, crucial for controlling an 1800-gallon water weight, are dated. The unit also lacks safety interlocks required in the latest NFPA 1901 edition.
ANALYSIS:
The Fire Department proposes a new unit as a replacement, built on the same chassis and drivetrain as the current Fire Department Type 3 wildland fire apparatus. This uniformity benefits the operation, maintenance, and repair of the apparatus. This proposed unit has four-wheel drive, can navigate various terrains, and is equipped with an NFPA 1901-compliant fire-rated pump. It also has ample compartment space for carrying necessary equipment and hoses for wildland fire attacks. The unit features a bumper-mounted nozzle, dump valve, and portable water tank for enhanced operations. This proposed unit is the same model currently used by the San Bernardino County Fire Department.
In summary, Unit 62064, a legacy unit, lacks the standard safety and operational features of newer units and does not meet NFPA 1901 requirements. Its unreliability and irreparable mechanical issues make it unfit for service. The proposed replacement, with its current operational and safety features, will allow the Fire Department to effectively and safely protect the City of Corona.
Staff believes that an exception to competitive bidding is warranted for this purchase pursuant to Corona Municipal Code (CMC) Section 3.08.140(C), which states as follows:
“Competitive bidding already completed. When the purchasing agent and the authorized contracting party, with the approval of the City Manager, determines that:
1) A competitive bid procedure has been conducted by another public agency including, but not limited to, another local agency, the state through the California Multiple Award Schedule (CMAS), the federal government through the General Services Administration (GSA), the U.S. Communities Government Purchasing Alliance, or the Western States Contracting Alliance (WSCA); and
2) The price to the City is equal to or better than the price to that public agency.”
On October 12, 2021, a Request for Proposals (“RFP”) #113021, was published on the Cooperative Purchasing Program, Sourcewell website inviting interested parties to submit proposals for Firefighting Apparatus and Fire Service Vehicles. Sourcewell received and opened thirty-three proposals by the proposal due date of November 30, 2021. All responses were evaluated by Sourcewell staff. Nine proposals were recommended and approved for award on February 7, 2022.
The City seeks out cooperative purchasing agreements because they allow the City to save time, cut administrative costs, improve agency efficiency, and maximize city budgets by securing collective competitive pricing. By utilizing cooperative purchasing, the City will be leveraging a previous purchasing solicitation that another government agency performed.
Based on this previously conducted bid process by Sourcewell, the Corona Fire Department requests approval to purchase the Kovatch Mobile Equipment (KME) 1800-gallon firefighting rated water tender in the amount of $647,859.
FINANCIAL IMPACT:
Approval of the recommended actions will result in an appropriation of $712,645 from the Fleet Operations Fund 682 to the Vehicle Procurement Project No. 68340. There is sufficient fund balance available for approval of the recommended actions.
ENVIRONMENTAL ANALYSIS:
This action is exempt pursuant to Section 15061(b)(3) of the Guidelines for the California Environmental Quality Act (CEQA), which states that a project is exempt from CEQA if the activity is covered by the commonsense exemption that CEQA applies only to projects that have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. This action involves the purchase of a vehicle that meets California and Federal emissions standards for heavy-duty vehicles and there is no possibility that approving this project will have a significant effect on the environment. Therefore, no environmental analysis is required.
PREPARED BY: JUSTIN DETMER, FIRE CAPTAIN
REVIEWED BY: BRIAN YOUNG, FIRE CHIEF
REVIEWED BY: SAVAT KHAMPHOU, PUBLIC WORKS DIRECTOR
Attachments:
1. Exhibit 1 - REV Group Sourcewell Contract
2. Exhibit 2 - REV Group Contract Awarded
3. Exhibit 3 - Sourcewell Request for Proposal
4. Exhibit 4 - Sourcewell Proposal Opening Record
5. Exhibit 5 - Sourcewell Proof of Publication
6. Exhibit 6 - Fire Apparatus Solutions Price Letter
7. Exhibit 7 - Kovatch Mobile Equipment Water Tender Quote Specification
8. Exhibit 8 - Kovatch Mobile Equipment Water Tender CAD Drawing
9. Exhibit 9 - Johnson Equipment Company Quote 5097
10. Exhibit 10 - American Public Works Association 62064 Equipment Evaluation
11. Exhibit 11 - Water Tank Crack Picture