12-20-2005 - Award of Bid to Purchase Replacement Fire Engine•
City of West Covina
Memorandum
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Richard Elliott, Fire Chief
AGENDA
ITEM NO. D
DATE: December 20, 2005
PRINTED ON RECYCLED PAPER
SUBJECT: AWARD OF BID TO PURCHASE REPLACEMENT FIRE ENGINE
RECOMMENDATIONS:
It is recommended that the City Council take the following actions:
1. Waive the formal contract procedure and approve an award of purchase for one new
Pierce Arrow XT fire engine to South Coast Fire Equipment, Inc., the sole source
distributor for Pierce fire apparatus in Southern California, for a total cost of
$438,427.24 including sales tax per the pricing awarded by the City of Los Angeles
on their formal bid #615 and contract #57925.
2. Appropriate $4501,000 from the Community Development Block Grant (CDBG) Fund
Balance #131 to fund the purchase of the replacement fire engine plus outfitting the
new engine with miscellaneous equipment such as hose, unit markings and logo.
DISCUSSION:
Fire Department staff requests to use CDBG funds to facilitate the purchase of a replacement fire
engine for Fire Station Three. Fire Station Three, located at 1433 West Puente Avenue, is in an
approved CDBG project area. According to City staff, in consultation with HUD representatives
responsible for West Covina's CDBG allocations, the use of these funds for the purchase of a
fire engine is allowed.
The fire engine proposed for replacement is a 1994 Seagraves unit with approximately 84,689
miles. The request to replace the unit is based on the fact that the older fire engine has reached a
point whereby maintenance and repair costs combined with significant reliability issues have
begun to effect the. Department's emergency response capabilities. Fire Department staff is
recommending the City purchase a new 1,500 gallons per minute NFPA (National Fire
Protection Association) Standards 1901 & 1500 compliant fire pumper.
Currently the Fire Department operates one fire engine out of each of the five fire stations. In the
past three years, four of the five fire engines have been replaced with new units. The units have
been assigned as follows:
• Fire Station 1 — 2004 Saulsbury pumper with approximately 16,572 miles
• Fire Station 2 — 2002 Saulsbury pumper with approximately 33,930 miles
• Fire Station 3 — 1994 Seagraves pumper with approximately 84,689 miles
• Fire Station 4 - 2002 Saulsbury pumper with approximately 23,845 miles
• Fire Station 5 — 2002 Saulsbury pumper with approximately 36,540 miles
The Fire Department maintains two reserve fire engines, which are routinely placed into first -line
status when primary units are in for repairs/servicing and at times when West Covina units are
deployed on regional -and out -of -county brush fires. The reserve units have been assigned as
follows:
• Fire Station l (Reserve 1) — 1990 Seagraves pumper with approximately 100,527 miles
• Fire Station 3 (Reserve 2) — 1990 Seagraves pumper with approximately 89,518 miles
Fire Engine Three, according to staff, has experienced numerous mechanical issues that have
created operational challenges over the past two years. In the past twelve -months significant
documented repairs include overheating/coolant leaks and radiator replacement, pump
transmission repairs, three priming pumps replaced, repairs to the fire pump, A/C system repairs,
and significant air brake system repairs have been performed on the unit. According to City
maintenance staff, Engine Three, if it continues to operate as a first -line fire unit will require
major engine repairs in the future. Maintenance staff estimates the cost of major engine repairs at
approximately $40,000 and the downtime at approximately four to eight weeks.
The West Covina Municipal Code allows the City to waive formal contract procedures and
piggy -back on an existing agency's award, "when the successful bidder for a contract with
another county, city special district or other local agency makes the same written bid to the City,
and the purchasing officer finds that the other local agency originally obtained the bid pursuant
to formal contract procedures as least as rigorous as those of the City" (Section 2-333, Formal
Contract Procedures, Waivers).
Purchasing staff has verified that the City of Los Angeles formal contract procedures are at least
as rigorous as those outlined in the West Covina Municipal Code and that those procedures were
followed. The City of Los Angeles awarded a multi -year contract to Pierce Manufacturing that
extends through Tune 30, 2006 with four annual renewals after that date. The City is purchasing
this fire engine at the same price obtained by the City of Los Angeles through their competitive
bid process. Los Angeles fire personnel and their fleet supervisor are'completely satisfied with
the performance of the Pierce fire engines.
FISCAL IMPACT:
Contingent upon the City Council approving the Amendments to the FY 2005-2006. Community
Development Block Grant Action Plan, the $450,000 in funds should become available to
purchase the replacement fire engine with no impact to the General Fund.
Prepared by:
Richard Elliott
Fire Chief
Review & approved by:
Approved via phone
Thomas Bachman
Director of Finance