HomeMy WebLinkAbout2012-12-11; City Council; 21069; Authorization Purchase Vehicle Fire Approve TripsCITY OF CARLSBAD - AGENDA BILL
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21.069 AUTHORIZATION TO PURCHASE
REPLACEMENT VEHICLES FOR FIRE SUPPORT
SERVICES AND APPROVE TWO OUT-OF-STATE
TRIPS
DEPT. DIRECTOR""^-^
MTG. 12/11/12
AUTHORIZATION TO PURCHASE
REPLACEMENT VEHICLES FOR FIRE SUPPORT
SERVICES AND APPROVE TWO OUT-OF-STATE
TRIPS
CITY ATTORNEY
DEPT. PEM
AUTHORIZATION TO PURCHASE
REPLACEMENT VEHICLES FOR FIRE SUPPORT
SERVICES AND APPROVE TWO OUT-OF-STATE
TRIPS CITY MANAGER ff^
RECOMMENDED ACTION:
Adopt Resolufion Nos. 2012-269 2012-270 and 2012-271 . authorizing the purchase of
one replacement fire engine from Seagrave Fire Apparatus, LLC; approving two out-of state trips to
Clintonville, WI for pre-construction meetings and pre-delivery meetings with Seagrave Fire
Apparatus, LLC; and authorizing the purchase of a replacement Mobile Intensive Care Unit (MICU)
from Emergency Vehicle Group, Inc.
ITEM EXPLANATION:
Funds were appropriated for replacement of fire engine F606 during the FY 11-12 budget cycle. Fleet
Operations staff was able to extend the useful life of the engine and as such, deferred replacement
unfil this fiscal year. By the time the replacement apparatus is received and placed into service, the
1996 Seagrave currenfiy in the fleet will have been in service for nearty 17 years, and will have
accumulated more than 110,000 miles and 6,500 hours in service. This unit meets the criteria for
replacement contained in the Fleet Management Program, Administrative Order #3.
The total price of the apparatus as manufactured for Cartsbad is $593,004.28, including all taxes.
This is a savings of approximately $24,000 over the last Seagrave engine purchased in 2010. The
proposed purchase is being made under the HGACBuy purchasing cooperative in Texas, of which the
City of Cartsbad is a Party. The HGACBuy purchasing cooperative allows the city to purchase this
engine from Seagrave using a competitively bid contract. Cartsbad Fire Department staff consulted
with Seagrave Fire Apparatus, LLC to make some minor conflgurafion changes to the apparatus to
better meet local needs.
A pre-construction meefing and a final pre-delivery inspecfion is required to ensure that the apparatus
is built to the city's specifications, and to identify any issues with the apparatus before it leaves the
factory, so that these issues may be addressed prior to accepting the apparatus. The Seagrave
factory is located in Clintonville, Wisconsin, and accordingly, Council approval is required for this out-
of-state travel. Total travel costs are estimated to be approximately $4,100. This covers the cost of
two, three-day trips for two Fire personnel including airfare, hotel, rental car and per diem. Clintonville
is located approximately 40 miles away from the nearest airport. Funds are available in the Vehicle
Replacement Fund to cover travel expenses.
A proposal summary with Seagrave Fire Apparatus, LLC is attached as Exhibit 4.
DEPARTMENT CONTACT: Joe Garuba, 760-434-2893, ioe.aaruba(S),carlsbadca.gov.
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER-SEE MINUTES •
AMENDED •
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The city currently owns seven Seagrave fire engines which provide excellent sen/ice to the Fire
Department and Cartsbad residents. Purchase of replacement Seagrave engines will confinue to provide
quality apparatus with the additional advantage of matching and being compafible with the city's other
engines, increasing familiarity and efficiency for both operators and city fleet maintenance staffs. This
increased familiarity reduces the need for training on new equipment and ulfimately ensures consistency
in operafion. Addifionally having all engines from the same manufacturer allows for consistency in
stocking maintenance parts for the engines.
Funds in the amount of $200,000 were appropriated for the replacement of Mobile Intensive Care Unit
(MICU) F032 during the FY 12-13 budget cycle. MICU F032 is an ambulance that has more than
105,000 miles and was originally entered into service in 2006. This unit does not include an hour meter
and staff was unable to determine the total hours on the unit using diagnosfic equipment. Maintenance
costs to date on MICU F032 are in excess of $75,000. The established life expectancy criterion of an
MICU is four years or 80,000 miles. This unit meets the criteria for replacement contained in the Fleet
Management Program, Administrative Order #3.
In accordance with Cartsbad Municipal Code Secfion 3.28.100, the Purchasing Officer is authorized to
purchase equipment through cooperative purchasing programs with other public agencies when the
agency has made their purchase in a competitive manner. This vehicle purchase is based on a formal
bidding process from Houston-Galveston Area Council Cooperative Purchasing program, HGACBuy, to
which Cartsbad is a member agency. Copies of the HGACBuy agreement are on file with the Property
and Environmental Management Department. The cost of the replacement MICU, including modifications
to meet Cartsbad Fire Department standards and graphics, is $199,952.33, tax and fees included. A
purchase agreement with Emergency Vehicle Group, Inc. is attached as Exhibit 5.
ENVIRONMENTAL IMPACT:
Pursuant to Public Resources Code Secfion 21065, this acfion does not constitute a "project" within the
meaning of CEQA in that it has no potenfial to cause either a direct physical change in the environment,
or a reasonably foreseeable indirect physical change in the environment, and therefore does not require
environmental review.
FISCAL IMPACT:
Funds in the amount of $676,000 were appropriated for the replacement of fire engine F606 in the FY
2011-12 budget cycle. These funds have been carried forward to the Fiscal Year 2012-13 budget and
are available for this purchase. The total price of the apparatus as manufactured for Cartsbad is
$593,004.28, including all taxes. The cooperatively bid HGACBuy contract pricing allows the city to
purchase an engine at somewhat less than was originally anficipated. Any funds not expended on this
engine will be returned to the Vehicle Replacement fund. Once the new engine has been purchased the
exisfing engine will be decommissioned and sold at aucfion. Proceeds from the auction will be put into
the Vehicle Replacement Fund.
The pre-construction meeting and final pre-delivery inspection is part of the vehicle replacement
process; therefore the expenses associated with these out-of-state meetings are included in the budget
appropriation for replacement of the fire engine.
Funds in the amount of $200,000 were appropriated for the replacement of MICU F032 (Ambulance) in
the FY 2012-13 budget cycle. The total cost of the replacement vehicle, including tax and standard fees,
is $199,952.33.
EXHIBITS:
1. Resolution No. 2012-269 authorizing the purchase of one replacement fire engine
from Seagrave Fire Apparatus, LLC.
2. Resolution No. 2012-270 approving two out-of-state trips to Clintonville, WI for
pre-construction and pre-delivery meetings with Seagrave Fire Apparatus, LLC.
3. Resolufion No. 2012-271 authorizing the purchase of a replacement Mobile
Intensive Care Unit (MICU) from Emergency Vehicle Group, Inc.
4. Seagrave Fire Apparatus, LLC Proposal Summary
5. Emergency Vehicle Group, Inc. Offer and Purchase Agreement
1 RESOLUTION NO. 2012-269
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CAUFORNIA, AUTHORIZING THE PURCHASE OF
3 ONE REPLACEMENT FIRE ENGINE FROM SEAGRAVE FIRE
APPARATUS, LLC.
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5 WHEREAS, The City of Carisbad wishes to replace a fire engine which has exceeded its
6 useful life, and;
7 WHEREAS, Secfion 3.128.100 of the Cartsbad Municipal Code provides that the City
8 may join with other public agencies in cooperative purchasing plans for the purchase of goods,
9 and;
10 WHEREAS, The Houston-Galveston Area Council, through the HGACBuy Program, of
11 which Cartsbad is a member agency, has competitively bid fire engines using formal bidding
''2 procedures, and
13 WHEREAS, Seagrave Fire Apparatus, LLC has submitted a proposal to sell the City of
'•4 Cartsbad one Are engine under the HGACBuy Cooperative Purchasing agreement, for a total of
$605,935, and;
WHEREAS, sufficient funds were appropriated in the Fiscal Year 2012-2013 Vehicle
^ ^ Replacement budget to replace fire engine F606.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the Purchasing Officer is hereby authorized and directed to issue a
purchase order to Seagrave Fire Apparatus, LLC in the amount of $593,004.28
to replace Asset F606.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 11th day of December 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas, Packard.
None.
ABSENT: None.
fAVT HALL, Mayor
ATTEST:
(SEAL)
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RESOLUTION NO. 2012-270
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, APPROVING TWO OUT-OF-STATE
TRIPS TO CLINTONVILLE, WI FOR PRE-CONSTRUCTION AND
PRE-DELIVERY MEETINGS WITH SEAGRAVE FIRE
APPARATUS, LLC
WHEREAS, The City of Cartsbad agrees to purchase a replacement fire engine from
Seagrave Fire Apparatus, LLC, and;
WHEREAS, the pre-construction meeting and final pre-delivery inspection is part of the
vehicle replacement process to ensure that the apparatus is built to the city's specifications, and
to identify any issues with the apparatus before it leaves the factory, so that these issues may
be addressed prior to accepfing the apparatus;
WHEREAS, Cartsbad City Council Policy No. 2 requires Council approval for any out-of-
state travel lasfing more than two days, and;
WHEREAS, it is in the best interest of the City of Cartsbad to have staff participate in the
pre-construcfion and pre-delivery inspecfions of this apparatus, and;
WHEREAS, the pre-construction meeting and final pre-delivery requires two, three-day
trips to the Seagrave factory in Clintonville, WI;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad,
California, as follows:
1. That the above recitations are true and correct.
2. The Council approves out-of-state travel for two trips by two personnel to
Clintonville, WI for pre-construction meefings and pre-delivery inspecfion and
familiarizafion.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 11th day of December 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas, Packard.
None.
ABSENT: None.
MATT WALL, Mayor
ATTEST:
(SEAL) .^^tSR^'^S
1 RESOLUTION NO. 2012-271
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASE OF
3 A REPLACEMENT MOBILE INTENSIVE CARE UNIT (MICU)
FROM EMERGENCY VEHICLE GROUP. INC.
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5 WHEREAS, The City of Carisbad wishes to replace a Mobile Intensive Care Unit (MICU)
6 which has exceeded its useful life, and;
7 WHEREAS, the Fleet Manager has reviewed the overall condifion, maintenance history,
8 future maintenance needs and determined it is in the best interest of the City to replace Asset
9 F032; and;
10 WHEREAS, Secfion 3.128.100 of the Cartsbad Municipal Code provides that the City
11 may join with other public agencies in cooperative purchasing plans for the purchase of goods,
and;
13 WHEREAS, The Houston-Galveston Area Council, through the HGACBuy Program, of
1^ which Cartsbad is a member agency, has competitively bid MICUs using formal bidding
procedures, and
16 WHEREAS, Emergency Vehicle Group, Inc., under the HGACBuy agreement pricing,
^ has submitted a purchase agreement to sell the City of Cartsbad a new MICU for $199,952.33;
1^ WHEREAS, sufficient funds were appropriated in the Fiscal Year 2012-2013 Vehicle
Replacement budget for the purchase of one replacement Mobile Intensive Care Unit (MICU) to
replace Asset F032. 20
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NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cartsbad,
California, as follows:
1. That the above recitations are true and correct.
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2. That the City Manager or his/her designee is authorized to sign the Offer and
Purchase Agreement Document from Emergency Vehicle Group on behalf of the
City of Carisbad.
3. That the Purchasing Officer is hereby authorized to issue a purchase order to
Emergency Vehicle Group, Inc. in the amount of $199,952.33 for the purchase of
one replacement MICU, to replace Asset F032.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 11th day of December 2012, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Kulchin, Blackburn, Douglas, Packard.
None.
ABSENT: None.
/l/ffjT HALL. Mayor ' M
ATTEST
Kat
(SEAL)
Kuri istantCpfty Clerk
SEAGRAVE FIRE APPARATUS, LLC
November 27, 2012
Michael Calderwood
Carisbad Fire Department
2540 Orion Way
Carisbad, CA 92008
Dear Mr. Calderwood;
Thank you for the opportunity to assist you with your fire apparatus needs with a proposal to
purchase a Seagrave Custom Pumper through the Houston-Galvesfion Area Council (H-GAC)
program.
Your proposal was based on the H-GAC executed contract for FS12-11, effective December 1,
2011 through November 30. 2013. Seagrave agrees to sell said fire apparatus to Carisbad Fire
Department through the H-GAC contract extending all pricing, terms and conditions.
PROPOSAL SUMMARY
Seagrave Fire Apparatus, LLC offers the apparatus herein named (product code YC01) for the
following price:
2012 Seagrave Custom Pumper
HGAC Base Unit Price $389.972
Published Options $43,140
Unpublished Options $110,440
HGAC Order Processing Fee •$ 2,000
Delivery to Customer $ 4,800
Total Purchase Price $550,352 each
State, federal, FET or local taxes not included.
Delivery 280 calendar days upon receipt of complete order and signed PE drawing
Again, we appreciate the opportunity to assist the Carisbad Fire Department with their apparatus
needs.
Regards,
SEAGRAVE FIRE APPARTUS. LLC
A. Joseph Neiner
Chairman & CEO
Cc: dennis.warren@seagrave.com
michael.johnston@seagrave.com
105 E 12th St • Clintonville, WI 54929
PHONE: 715-823-2141 • FAX: 715-823-5769 Main Office/Purchasing
FAX: 715-823-5767 Parts and Service seagrave.com
HGACBuy CONTRACT PRICING WORKSHEET
For MOTOR VEHICLES Only
Contract
No.: FS12-11 Date
Prepared: 11/26/2012
This Worksheet is prepared by Contractor and given to End User If a PO is issued, both documents
IVXUST be faxed to H-GA C @ 71S-99S-4548. Therefore please t)^pe or print legibly.
Buying
Agency:
Contact
Person:
Phone:
Fax:
Email:
City of Carlsbad, CA- Carlsbad Fire Department
Michael Calderwood
760-931-2114
michael.caiderwoodigcarlsbadca.gov
Contractor:
Prepared
By:
Phone:
Fax:
Email:
Seagrave Fire Apparatus, LLC
Michael .lohnston
715-823-2141 Ext. 1455
715-823-5769
michael.johnston@seagravc.com
Product
Code: YCOl Description; iScagrave Custom Pumper
L. Product Item Base Unit Price Per Contractor's H-GAC Contract: 389972
B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable.
(Note: Published Options are options which were submitted and priced in Contractor's bid.)
Description Cost Description Cost
Subtotal From Additional Sheet(s);
Subtotal B;
43140
43140
C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary.
(Note; Unpublished options are items which were not submitted and priced in Contractor's bid.)
Description Cost Description Cost
Subtotal From Additional Sheet{s):
Subtotal C:
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 SubtotalofA + B + C: 543552 Subtotal D:
E. H-GAC Order Processing Charge (Amount Per Curi-ent Policy) Subtotal E:
F. Trade-Ins / Other Allowances / Special Discounts / Freight / Installation
Description
Delivery to Customer
Cost
4800
Description
10440
11044C
25%
543552
2000
Cost
Subtotal F:
Delivery Date: G. Total Purchase Price (D+E+F):
4800
550352
2-
EMEAeENCV VEHICLE GftOUP, INC.
Offer and Purchase Agreement
For
City of Carlsbad Fire Department
(1) 2013 Ford F-450 Type I Lifeline Superliner Module Ambulances
The following is a formal piggy back offer for the City of Carlsbad Fire Department to purchase
(1) 2013 Ford F-450 Type I Lifeline Superliner Module Ambulance from the Emergency Vehicle
Group Inc. and Lifeline Emergency Vehicles, Inc. off the Houston Galveston Area Council
(HGAC) formal bid process. For HGAC Product Code: RA04. The City of Carlsbad is currently
in active member of HGAC.
All prices are quoted to include Ford GPC Rebates. Pricing is subject to change if the current
rebate/GPC amount changes or becomes unavailable per vehicle. If the Ford rebate amount is
changed, the difference will be invoiced to City of Carlsbad Fire Department. Price is subject to
change and will be recalculated if additional options are requested.
Description Price Each Extended Price
2013 Ford F-450 Type I Lifeline 1
Superliner Module Ambulance per the
enclosed proposed work order. The
set of production drawings will follow.
This offer includes the following:
1. Graphic Package
2. Radio Equipment Installation
3. Plymovent Installation
$184,485.00 $184,485.00
H-GAC Contract Fee
Sub-Total (Before Tax and License)
Tax (7.75% or Prevailing Rate)
Approximate DMV Licensing Fee
Tire Fee
Document Fee
Total Purchase Price
$1,000.00
$185,485.00
$14,375.08
N/A
$12.25
$80.00
$199,952.33
This constitutes a contract for the purchase and sale of ambulances and ambulance equipment
between Emergency Vehicle Group, Inc. (Seller) and City of Carlsbad Fire Department (Buyer)
in the total amount of $199,952.33 for (1) 2013 Ford F-450 Type I Lifeline Superliner Module
Ambulance.
2883 East Coronado Street, Anaheim, California 92806
Tel: 714-238-0110 Fax: 714-238-0120
www.evginc.net
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BiXftGENCY VEHICLE artOUP. INC.
Payment Terms: 100% payment for the above amount is due at time of delivery of the
vehicles. Failure to pay for the vehicles in full may result in interest occurring at the current
prime rate plus 3% as published in the Wall Street Journal. Proof of insurance and approved
financing or payment will be required to execute this contract.
Delivery Time: Delivery shall be 130 to 160 days from receipt of Ford chassis', signed offer and
purchase agreement, approved work order and production drawings of the vehicle. The
vehicles shall be delivered to City of Carlsbad Fire Department by EVG.
Signature below represents acceptance of above contract and terms:
City of Carlsbad Fire Department Emergency Vehicle Group, Inc.
Signature/Date: Signature/Date:
Jack Leverence
Regional Account Manager
2883 East Coronado Street, Anaheim, California 92806
Tel: 714-238-0110 Fax: 714-238-0120
www.evginG.net
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