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Home My WebLink AboutItem 09 - Fire Trucks IT !i MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: DECEMBER 16, 2008 SUBJECT: APPROVAL TO PURCHASE FIRE TRUCKS RECOMMENDATION: City Council to consider award of a purchase order to Martin Apparatus, Inc. for the purchase of one 75' Aerial Mounted Fire Truck and one Pumper Fire Truck for the Fire Department in the total amount of$1,185,199. FUNDING SOURCE: Funds are available in account 325-48910-210-09-09D1 Capital Equipment/Machinery Purchase Fund/Motor Vehicles/Fire Department. BACKGROUND: This purchase is for one Pierce Velocity Pumper and one Pierce Velocity 75' HAL Aerial Fire Apparatus. The budget of $1,210,000 was approved by the City Council for purchase during this fiscal year. The purchase will be made in accordance with an existing Interlocal Agreement with the Local Government Purchasing Cooperative (Buyboard.com) authorizing the City of Grapevine to purchase through Buyboard.com as allowed by Texas Local Government Code, Section 271.102. Bids were taken by Buyboard.com and a contract was awarded to Martin Apparatus, Inc. under contract number 245-06. The Interlocal Agreement and Cooperative Purchasing Agreement satisfy all bidding requirements under the Local Government Code. The purchase of two new fire apparatus will replace two existing fire units. The current units have exceeded their useful life expectancy in life cycle cost, mileage, time in service and other special circumstances. A copy of the Fleet Replacement Worksheets for these units is attached for review. December 10,2008(3:00PM) Both Martin Apparatus, Inc., offering vehicles manufactured by Pierce Manufacturing, and Emergency Vehicles of Texas (EVOT), offering vehicles manufactured by Rosenbauer Manufacturing, submitted base bid quotations through their respective purchasing cooperative contracts (EVOT through Houston-Galveston Area Council (HGAC) and included pricing for various options requested by the Fire Department. A copy of the bid tabulation is attached for review. All quotations and specifications were submitted to the Fire Department for review and recommendation. Martin Apparatus, Inc. met all specifications and the total pricing submitted is within the amount budgeted for this fiscal year. Pierce Manufacturing (a division of Oshkosh Corporation) has a proven track record of manufacturing excellent fire service apparatus and providing exemplary after the sale service. The lowest bid, $1,061,259 did not meet specifications and was, therefore, disqualified by staff. The second low bid, $1,121,662 is for a vehicle previously purchased which the Fire Chief has cited an unsatisfactory history with the quality, service and processes of the Rosenbauer brand manufacturer as well as prior service and response difficulties with EVOT as reasons for recommending their offers not be accepted. The Fire Chief has recommended the Martin Apparatus, Inc. Pierce brand as the best value for purchase. Fire Chief recommends award of a contract to Martin Apparatus, Inc. for the referenced fire trucks in the total purchase amount of$1,185,199. December 10, 2008 (4:45PM) City of Grapevine-Bid Tabulation Sheet-Fire Trucks 2009 Budgeted Funds: 75'Aerial Ladder Truck $720,000.00 Pumper Velocity Truck $490,000.00 Total Budgeted Funds $1,210,000.00 Buyboard and HGAC Contract Pricing: Martin Apparatus, Inc. Emergency Vehicles of Emergency Vehicles of Vendors (through Buyboard) Texas (through HGAC) Texas(through HGAC) Quoting Pierce with Quoting Rosenbauer- Quoting Rosenbauer- Velocity Chassis General Safety Trucks General States Trucks 75'Aerial Ladder Truck $738,273.00 $680,089.00 $655,072.00 Less Chassis Prepay -$7,925.00 -$8,800.00 -$8,800.00 Pumper Velocity Truck $530,210.00 $501,674.00 $466,288.00 Less Chassis Prepay -$7,810.00 -$8,500.00 -$8,500.00 Less multi-unit discount -$29,000.00 -$11,710.00 -$11,710.00 Less Trade-Ins -$38,549.00 -$37,000.00 -$37,000.00 Performance Bond Included in total $5,909.00 $5,909.00 Totals $1,185,199.00 $1,121,662.00 $1,061,259.00 *Buyboard and HGAC cooperative fees are included in the total for both vendors Contract Pricing Summary: Emergency Vehicles of Texas-Generals States Trucks $1,061,259.00 Emergency Vehicles of Texas-Generals Safety Trucks $1,121,662.00 Martin Apparatus, Inc. - Pierce wNeloci Chassis $1,185,199.00 Potential Cost Savings Analysis of Bids: '" Lowest bid savings vs. highest bid $123,940.00 Second lowest bid savings vs. highest bid $63,537.00 City of Grapevine Fleet Replacement Criteria Unit: 10EN3 Make: Freightliner Style: FL106 Model: 1998 Mileage: 100000 Purchase price: $235,685.00 Acquired date: 05/22/98 Age: 10 YRS.7 mos. Lifetime repair cost: $91,200.00 Total Lifetime Maintenance: $118,100.00 Maintenance Percentage of Purchase price: 51% Budgeted FY 08-2009 Budgeted Funds: $490,000.00 Department: Fire Ops Fund Account: 210-3 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintenance cost and down time excessive. This unit is over 10 yrs. Old and will be almost 13 years old at in service date leaving a two year reserve service. City of Grapevine Fleet Replacement Criteria Unit: 10Quint5 Make: E-ONE Style: 75' Quint Model: 1999 Mileage: 75500 Purchase price: $517,145.00 Acquired date: 08/26/99 Age: 9 YRS.3mos. Lifetime repair cost: $115,765.00 Total Lifetime Maintenance: $155,200.00 Maintenance Percentage of Purchase price: 35% Budgeted FY 08-2009 Budgeted Funds: $720,000.00 Department: Fire Ops Fund Account: 210-3 Unit meets Replacement Criteria: Yes No Life cycle cost X Mileage X Time in Service X Special Circumstances X Note: Escalating maintenance cost over the past two years and down time is a concern. Unit is becoming unreliable and age is a factor. This unit wil be over the 10 yr.criteria for replacement and will be almost twelve years old at in service date leaving a three year reserve service.