HomeMy WebLinkAboutStaff Report 7478
City of Palo Alto (ID # 7478)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/12/2016
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Summary Title: Approval of Contract for Purchase of Triple Combination Fire
Pumper
Title: Approval of a Contract With Pierce Manufacturing Inc. in the Amount
of $680,666 for the Purchase of a Triple Combination 1500 GPM Fire Pumper
From: City Manager
Lead Department: Public Works
Recommendation
Staff recommends that Council approve and authorize the City Manager to
execute a purchase order with Pierce Manufacturing Inc. in the amount of
$680,666 for the purchase of a Triple Combination 1500 GPM Fire Pumper.
Background
The Vehicle and Equipment Use, Maintenance, and Replacement Policy section 4-
1 provides for the on-going replacement of City fleet vehicles and equipment.
Replacements are scheduled using guidelines based on age, mileage accumulation
and obsolescence. The policy prescribes a replacement interval for Class 13 Fire
Apparatus Pumper Engines of twenty years or 85,000 miles. The Fleet Review
Committee (FRC) reviews all vehicles proposed for replacement and authorized
this replacement during the Fiscal Year 2017 budget process.
The approval was based on:
An examination of each vehicle’s current usage;
An analysis of each vehicle’s operating and replacement costs;
A comparison of the age, mileage, operating cost and performance of each
vehicle with others in the class; and
An analysis of alternatives to ownership, such as mileage reimbursement;
pooling/sharing; the reassignment of another underutilized vehicle, or renting.
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Staff recommends replacing vehicle 6117, a 1991 Pierce Arrow XT Pumper with
over 139,000 miles, due to the vehicle exceeding policy on age and mileage; year-
to-date repair/maintenance costs being over $12,000; and being out of service six
times since January 2016 (typical being three days for maintenance in one year).
Furthermore, this vehicle is not able to accommodate the necessary tools and
equipment needed.
The City fleet must comply with many state and federal regulations, including
National Fire Protection Agency 1912-2014 Annex D, which states apparatus’
older than 25 years shall be removed from service and retired.
The City of Palo Alto’s Equipment Maintenance section is familiar with the Pierce
Triple Combination 1500 GPM Arrow XT, and regularly stocks parts to repair and
maintain this apparatus. This purchase supports fleet standardization which
lowers maintenance costs and increases efficiency.
Discussion
The Palo Alto Fire Department is a partner in the California Disaster and Civil
Defense Master Mutual Aid Agreement between the State of California, each of
its counties and their incorporated cities and fire protection districts. In a typical
fire season, partners are dispatched via the Governor’s Office of Emergency
Services to incidents outside a partner’s county, but within the state. An engine
can be utilized by the state for several weeks of the summer. For example, in
2016 the City sent two fire engines to the Clayton fire in Lake County, the Blue Cut
fire in San Bernadino, the Soberanes fire in Big Sur, the Cedar fire in Bakersfield,
and the Loma fire in Santa Cruz; each deployment lasting several days. While
these fire engines are deployed elsewhere, it is imperative that the fire engines
utlizied in their absence are reliable and can provide an exceptional level of
service to our community.
The new engine will benefit the community’s all risk emergency needs by:
Exceeding the capabilities of the engine to be replaced;
Providing an updated apparatus with additional safety features for
firefighters to utilize;
Providing consistent training and application of engine company
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operations; and
Comply with the latest federal emissions standards (EPA 2017) and reduce
the City’s carbon footprint.
Bid Process
A Request for Quotation (RFQ) for a 1500 GPM Fire Pumper was sent to six
vendors on October 13, 2016. Only one bid was received on November 8, 2016,
as listed on the attached bid summary (Attachment A & B).
Staff has reviewed the bids received and recommends that the bid submitted by
Pierce Manufacturing Inc. be accepted and Pierce Manufacturing Inc. be declared
the lowest responsible bidder.
Resource Impact
Funds for this vehicle are available in the Vehicle Replacement Fund, Scheduled
Vehicle and Equipment Replacement Fiscal Year 2017 Capital Improvement
Program project (VR-17000).
Policy Implications
Authorization of the contract does not represent any change to the existing
policy.
Environmental Review
This vehicle will meet the EPA 2017 Emissions standards, and will meet the latest
version of National Fire Protection Agency standards.
Attachments:
Attachment A - Bidder Representation (DOCX)
Attachment B - Bid Summary (DOCX)