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File #: 21-0707    Version: 1 Name:
Type: Bid & Purchase Status: Passed
File created: 7/7/2021 In control: City Council
On agenda: 9/1/2021 Final action: 9/1/2021
Title: Purchase one Urban Search and Rescue Fire Apparatus utilizing the cooperative purchasing program of the Houston-Galveston Area Council of Governments, Contract Number FS12-19.
Attachments: 1. Staff Report, 2. EXHIBIT 1 - Kovatch Mobile Equipment HGAC Buy Contract, 3. EXHIBIT 2 - HGAC Buy FS12-19 Final Bids, 4. EXHIBIT 3 - Kovatch Mobile Equipment Price Letter (Addendum REDLINE), 5. EXHIBIT 4 - HGAC Buy Contract Pricing Work Sheet, 6. EXHIBIT 5 - Bid Specification Corona Heavy Rescue, 7. EXHIBIT 6 - Corona Heavy Rescue CAD Drawing, 8. EXHIBIT 7 - Administrative Policy 09100.508, 9. EXHIBIT 8 - HGAC Buy Published Options Master List

REQUEST FOR CITY COUNCIL ACTION

 

 

 

DATE:                                          09/01/2021

 

TO:                                          Honorable Mayor and City Council Members

                     

FROM:                                          Fire Department

 

SUBJECT:                     

Title

Purchase one Urban Search and Rescue Fire Apparatus utilizing the cooperative purchasing program of the Houston-Galveston Area Council of Governments, Contract Number FS12-19.

 

End

EXECUTIVE SUMMARY:

The Public Works Department, in conjunction with the Fire Department, request authorization to issue a purchase order to Kovatch Mobile Equipment in the amount of $963,905 for the purchase of one (1) Urban Search and Rescue Fire Apparatus.  This fire apparatus purchase would replace two (2) existing fire apparatus that are at or near replacement based on the City’s Administrative Policy No. 09100.508 “Vehicle Equipment Replacement.”  The fire apparatus purchase would reduce the Fire Fleet footprint, while increasing the Fire Department’s response capabilities.

 

RECOMMENDED ACTION:

Recommended action                     

That the City Council:

 

a.                     Authorize the Purchasing Manager to issue a purchase order to Kovatch Mobile Equipment in the amount of $963,905 for the purchase of one (1) Urban Search and Rescue Fire Apparatus.

 

b.                     Authorize the City Manager, or his designee, to approve change orders up to 10% or $96,390 as authorized by Corona Municipal Code Section 3.08.080(I).

 

c.                     Make a determination under Corona Municipal Code Section 3.08.140(C) that competitive bidding has been satisfied based upon the reasons provided in this agenda report.

 

d.                     Authorize an appropriation of $1,060,295 from the General Fund Measure X Reserve (Public Safety) to the Vehicle Procurement Capital Improvement Project No. 6834.

 

Body

BACKGROUND & HISTORY:

Unit 62084/USAR 2

Each year, Public Works Department, in conjunction with the Fire Department, identifies vehicles eligible or in need of replacement based on the City’s Administrative Policy No. 09100.508 “Vehicle Equipment Replacement” and the Fire Department’s operation need.  Unit 62084 is a 1995 Freightliner FL80 with a walk-around body referred to as Urban Search and Rescue (USAR) 2, housed at Fire Station 2.  The unit is approximately 26 years old with 121,585 miles.  The unit, when paired with a Corona Fire Department Truck Company makes up a California Office of Emergency Services Type 2 (Medium) Urban Search and Rescue response unit.  This response model provides emergency services to building collapses, trench rescues, confined space rescues, high angle rope rescues, remote area rescues, and large vehicle traffic collisions in the City, region, and can respond throughout the State through the California Mutual Aid System.  Being 26 years old, unit 62084 has far exceeded the parameters for vehicle replacement established per Administrative Policy No. 09100.508, which states that units should be replaced at 20 years. With the maintenance problems as described below, and aging of Unit 62084, replacing the two vehicles with a new single vehicle will enhance the Department’s response capabilities. 

 

Unit 62085/Squad 4

Unit 62085 is a 2008 International 4400 with a walk-around body housing an enclosed breathing air compressor and self-contained breathing apparatus fill station.  Unit 62085 is referred to as Squad 4, housed at Fire Station 4.  The unit is approximately 13 years old with 55,995 miles.  Unit 62085 responds to incidents as a light and air unit within the City and surrounding areas under mutual aid.  It is primarily used to fill self-contained breathing apparatus bottles on structure fire incidents and other incidents where replenishment of breathing air is needed.  While this unit has not met the eligibility for replacement under Administrative Policy No. 09100.508, it will be removed from the Fire Fleet when the new USAR vehicle is put into service.  The engine on unit 62085, a Navistar Max Force DT466 has been plagued with mechanical issues, is unreliable, and often out of service.  Unit 62085 has a total of 12,457 hours of down time which equates to approximately 11 percent of its total life. 

 

ANALYSIS:

The Fire Department and Public Works Department believe the vehicle proposed for purchase will best serve the City and the citizens of Corona for several reasons as follows.  Decommissioning unit 62084 and 62085 and replacing it with this single vehicle will reduce the Fire Fleet’s footprint by one vehicle reducing maintenance costs and time spent on maintenance.  The proposed unit built by Kovatch Mobile Equipment will mechanically and functionally mirror the current specifications of the Fire Department apparatus which provides benefit to both the Fire Department and the Fleet Services Division.  Fleet uniformity increases the familiarity for personnel, reducing the training for new apparatus, making it safer to operate, and will not require stocking of additional spare parts.  The current response model of having to pair a Fire Department Truck Company with USAR 2 (62084) to meet the minimum required equipment for a Type 2 / Medium USAR Company as set forth by the California Office of Emergency Services is not a functional response model, which leads to response delays and has a less than desirable ability to deploy on incidents.

 

The proposed vehicle is industry standard for USAR and heavy rescue type vehicles. Nearly every surrounding agency has a similar vehicle, including but not limited to the following fire department’s:  Riverside, Rancho Cucamonga, Orange, Ontario, Anaheim, Montebello, Chula Vista, Vernon, Costa Mesa, Huntington Beach, Orange County Fire Authority, Cal Fire San Diego, Glendale, and Pasadena.  The new USAR unit is quoted at $963,905 and will have a 20-year lifecycle. The unit has a 420-day build cycle and is expected to be in operation in Winter 2022.

 

BASIS FOR DETERMINATION OF COMPETITIVE BIDDING:

The Public Works Department and Fire Department request City Council authorization to purchase one (1) Urban Search and Rescue Fire Apparatus using the Houston-Galveston Area Council (HGAC Buy) Cooperative Purchasing Contract Number FS12-19.  Competitive bidding has been completed for this purchase pursuant to Corona Municipal Code (CMC) Section 3.08.140(c), which states as follows:

 

“(C) Competitive Bidding Already Completed. When the purchasing agent and the

authorized contracting party, with the approval of the City Manager, determines that:

 

a.                     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

 

b.                     The price to the city is equal to or better than the price to that public agency.”

Staff believes the above two required findings can be made for the following reasons:

 

a.                     Competitive Bid Procedure Already Conducted by Another Agency

On June 27, 2019, HGAC Buy issued Proposal Solicitation #FS12-19 for the purchase of Fire Service Apparatus (All Types).  Twenty-nine Fire Apparatus vendors from across the country submitted proposals by the due date of July 24, 2019, all of which were evaluated by the HGAC Buy staff.  On October 15, 2019, HGAC Buy staff recommended to the HGAC Buy Board to issue twenty-eight contracts.  All twenty-eight contracts were established and commenced on December 1, 2019, set through November 30, 2021.  Kovatch Mobile Equipment was one of the twenty-eight contract awardees for several different types of Fire Apparatus, including the KME Predator Chassis, 4-Door, Full-Tilt, Aluminum Cab, Alum Body, Single Axle, Heavy Duty Walk-Around Body product #FS19OD04, the product recommended for purchase by Public Works and the Fire Department.

 

b.                     Price to the City is Equal:

Pricing for HGAC Buy contract FS12-19 with Kovatch Mobile Equipment is provided to the City at a set contract price including additional “published options.” Options are considered to be any features or accessories, other than H-GAC's and Manufacturer's "standard" features or accessories. The pricing offered to the City of Corona is equal to the HGAC Buy contract FS12-19 with Kovatch Mobile Equipment.

 

FINANCIAL IMPACT:

Approval of the recommended action will result in an appropriation of $1,060,295 from the General Fund Measure X Reserve (Public Safety) to the Vehicle Procurement Capital Improvement Project No. 6834.

 

GENERAL FUND

 

Adopted Budget - FY 2022 Estimated Revenue Over Expenditures

 $       14,593,660

Less Measure X Reserves

        (13,144,418)

Previously Approved/Revised Budget Adjustments (Net)* [Note 1]

              (56,501)

Current Estimated Revenue Over Expenditures

           1,392,741

Adjustment Measure X Reserve - Public Safety

           1,060,295

Urban Search and Rescue Fire Apparatus - Appropriation

         (1,060,295)

Revised Estimated Revenue Over Expenditures [Note 1]

 $      1,392,741

 

 

Budget Balancing Measures Reserve - Estimated 06/30/2021

         27,665,595

Estimated FY 2022 Change in Budget Balancing Measures Reserve

           1,392,741

Estimated Budget Balancing Measures Reserve - 06/30/22

 $    29,058,336

* Approved through Council Action or other operational process.

Note 1:  Includes other General Fund items on the September 1, 2021 agenda.

 

GENERAL FUND

 

Measure X Reserve (Public Safety) Balance

 $        1,862,343

Urban Search and Rescue Fire Apparatus

         (1,060,295)

Measure X Reserve (Public Safety) Balance - REVISED

 $          802,048

 

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, and there is no possibility that adopting this resolution 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

 

Attachments:

1.                     EXHIBIT 1 - Kovatch Mobile Equipment HGAC Buy Contract

2.                     EXHIBIT 2 - HGAC Buy FS12-19 Final Bids

3.                     EXHIBIT 3 - Kovatch Mobile Equipment Price Letter

4.                     EXHIBIT 4 - HGAC Buy Contract Pricing Work Sheet

5.                     EXHIBIT 5 - Bid Specification Corona Heavy Rescue

6.                     EXHIBIT 6 - Corona Heavy Rescue CAD Drawing

7.                     EXHIBIT 7 - Administrative Policy 09100.508