REQUEST FOR CITY COUNCIL ACTION
DATE: 10/18/2023
TO: Honorable Mayor and City Council Members
FROM: Fire Department
SUBJECT:
Title
PURCHASE OF ONE (1) KOVATCH MOBILE EQUIPMENT TYPE 3 WILDLAND FIRE APPARATUS FROM FIRE APPARATUS SOLUTIONS UTILIZING THE SOURCEWELL COOPERATIVE PURCHASING PROGRAM, CONTRACT NUMBER 113021-RVG-1
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EXECUTIVE SUMMARY:
This staff report asks the City Council for authorization to issue a purchase order to Fire Apparatus Solutions (FAS) in the amount of $715,031 for the purchase of one (1) Kovatch Mobile Equipment (KME) type 3 wildland fire apparatus utilizing the Sourcewell Cooperative Purchasing Program. This purchase would replace an existing type 3 wildland fire apparatus 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) type 3 wildland fire apparatus.
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 $715,031.
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 $71,503.
e. Authorize a one-time appropriation in the amount of $786,534 from the Public Safety Reserve within Measure X Fund 120 to Vehicle Procurement Operating & Maintenance Project No. 68342.
Body
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 62039, known as Brush 1, is a 2002 Type 3 Wildland Fire Apparatus. This unit is a four-wheel drive capable unit specially designed to attack wildland fires and fires within the wildland and wildland-urban interface. Wildland fires are an enduring threat to the city of Corona due to its proximity to the Cleveland National Forest and other interface areas historically prone to frequent fires. The unit can be dispatched within the city, region, and across the state through the California Mutual Aid System.
At 21 years old, Unit 62039 is due for replacement according to Administrative Policy No. 09100.508, which stipulates a 15-year replacement period. Moreover, it scored 43 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, reliability, maintenance/repair costs, condition, and service type. Unit 62039 service type is classified by APWA as severe duty. Severe duty equipment, as defined by APWA refers to vehicles and machinery designed and built to withstand harsh and demanding operating conditions. These conditions could include heavy usage, extreme weather, rough terrain, and other challenging environments. Type 3 wildland apparatus operates in an off-road setting traversing a variety of challenging terrain for long periods of time often in extreme heat and wind pushing the apparatus to its operational limits.
Unit 62039 suffers from frequent mechanical problems. These mechanical problems often lead to the unit being placed out of service leaving the Fire Department with a reduced capability when responding to wildland fires. In recent years, the unit has required significant repairs to the braking systems, electrical system, drive line and communications equipment.
This unit also uses outdated technology and safety features. The unit was constructed under a legacy National Fire Protection Association Standard for Automotive Fire Apparatus (NFPA 1901) which did not include the safety features, capabilities, and reliability of the current standard. Its safety restraint devices do not meet the current standard and are equipped with a single-stage fire pump which is ineffective at pumping extended fire attack operations that are commonly encountered in wildland firefighting.
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 is built to the current NFPA 1901 affording it the latest technology leading to a more capable and safer apparatus. This proposed unit is the same model currently used by the California Department of Forestry and Fire Protection (CAL FIRE). CAL FIRE is a recognized state fire agency that is highly regarded in its response and mitigation of wildland fires within California further validating the proposed unit.
In summary, Unit 62039, a legacy unit, lacks the standard safety and operational features of newer units and does not meet current NFPA 1901 requirements. The proposed replacement, with its current operational and safety features, will allow the Fire Department to protect the City of Corona effectively and safely.
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, determine 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 leverage 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 KME type 3 wildland fire apparatus for $715,031.
FINANCIAL IMPACT:
Approval of the recommended actions will result in a one-time appropriation in the amount of $786,534 from the Public Safety Reserve within the Measure X Fund 120 to the Vehicle Procurement Operating & Maintenance Project No. 68342.
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 - Sourcewell Comment and Review
7. Exhibit 7 - Fire Apparatus Solutions Price Letter
8. Exhibit 8 - Kovatch Mobile Equipment Type 3 Chassie Specification
9. Exhibit 9 - Kovatch Mobile Equipment Type 3 Body Specification
10. Exhibit 10 - Johnson Equipment Company Quote 5323
11. Exhibit 11 - American Public Works Association Evaluation