HomeMy WebLinkAboutStaff Report 4.A 03/04/2019I 1 • - • 4
DATE: March 4, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Leonard C. Thompson, Fire Chief
SUBJECT: Resolution Authorizing the City of Petaluma to Purchase One 2018 Ram 2500
4x4 Crew Cab Pick -Up Truck as a Regional Tow Vehicle Pursuant to a U.S.
Department of Homeland Security FY 2017 Assistance to Firefighter's Grant
Award in the Amount of $77,841.00
RECOMMENDATION
It is recommended that the City Council approve the attached Resolution Authorizing the City of
Petaluma to Purchase One 2018 Ram 2500 4x4 Crew Cab Pick -Up Truck as a Regional Tow
Vehicle Pursuant to a U.S. Department of Homeland Security FY 2017 Assistance to
Firefighter's Grant Award in the Amount of $77,841.00.
BACKGROUND
On September 6, 2018, Petaluma Fire Department (PFD) and Rancho Adobe Fire District
(RAFD) were notified that the regional application they submitted to the 2017 Assistance to
Firefighters Grant (AFG) award program (through the U.S. Department of Homeland Security
division of FEMA) for a dedicated 4x4 tow vehicle was accepted. Grant funds were awarded to
the City of Petaluma (as the Host applicant) in the amount of $77,841.00. An Agenda Report
was presented to City Council on 11/11/18 recommending the City Manager execute all
documents necessary to accept the grant award (Attachment 2: Resolution 2018-168 N.C.S.). A
formal, competitive bidding process was conducted however, no bids were received.
Subsequently, the Fire Department followed the City process to solicit informal quotes, which
resulted in the recommendation contained herein.
DISCUSSION
Due to a Shared Services Agreement in place between PFD and RAFD, a regional application
was submitted to AFG to cover the cost for a reliable 4x4 tow vehicle that could be used in the
event of an emergency or disaster. Such a reliable vehicle currently doesn't exist in either
agency's fleet even though, between them, there exists five regional specialty trailers and two
inflatable rescue boats that require a tow vehicle.
One 4x4 3/4 ton crew cab pickup truck fully equipped for operational use and safety was
requested in the amount of $85,625.00. On September 6, 2018, AFG announced the grant award
in the amount of $77,841.00, which signifies the amount requested minus the 10% required
applicant share match of $7,784.00. PFD has until August 26, 2019 within which to utilize the
grant funds.
A formal bid process was conducted, complete with newspaper noticing (see Attachment 3), and
no bids were received in time to qualify for the December 26, 2018 3:00 p.m. bid opening (one
bid was received past the 3:00 p.m. deadline and was rejected). City of Petaluma Municipal
Code is silent as to protocol under these circumstances, thus staff looked to State law and Public
Contracting Code §20166 which allows to dispense with formal bidding procedures when no
bids are received.
To ensure a fair process, PFD followed the City's informal bid procedures as per Municipal
Code §4.04.090 and obtained three informal quotes for a Ford F250, Chevy Silverado 250OHD
and Ram 2500 before selecting Victory Chevrolet in Petaluma, CA as the vendor fiom which to
buy based on their low bid. Their quote was $45,438.31 for a 2018 Ram 2500 4x4 Crew Cab,
including tax and license fees (Attachment 4).
Additional costs of $39,884.04 associated with the tow vehicle include:
— Code 3 Capable Light Package and Siren ($23,950.00)
o Center Console Electronics
o GPS Antenna
o DC to AC 2000W Inverter; Installation of Radios
o Camper Shell with Ladder Racks & Slide Out Cargo Tray
— One Motorola APX8000 Portable Radio, plus installation and 2 chargers ($7,530.08)
— Decals, Striping and Numbering ($1,195.96)
— Operational Equipment ($7,208.00)
GRAND TOTAL: $85,322.35
Acceptance of this vehicle purchase and associated costs using grant funding is requested from
City Council.
FINANCIAL IMPACTS
The total grant request was for $85,625.00. FEMA awarded $77,841.00, which is minus the
10% non -Federal commitment of $7,784.00. The grant was awarded on a reimbursement basis
with the City of Petaluma paying for the vehicle upfront and invoicing FEMA/AFG $77,841.00
after taking possession. A Fire Department year-end budget adjustment for the expenditure and
corresponding revenue will be brought forward with all other budget adjustments. The 10% non -
Federal commitment of $7,784.00 will be paid from Fire's operating budget.
,a
ATTACHMENTS)
1. Resolution
2. Resolution No. 18-168 N.C.S.: Authorizing the City of Petaluma to Accept the AFG Grant Award in
the Amount of $77,841.00
3. Proof of Publication
4. Quote from Victory Chevrolet (Petaluma, CA)
ATTACHMENT 1
RESOLUTION AUTHORIZING THE CITY OF PETALUMA
TO PURCHASE ONE 2018 RAM 2500 4x4 CREW CAB PICK-UP TRUCK
AS A REGIONAL TOW VEHICLE PURSUANT TO A
U.S. DEPARTMENT OF HOMELAND SECURITY FY 2017 ASSISTANCE
TO FIREFIGHTER'S GRANT AWARD IN THE AMOUNT OF $77,841.00
WHEREAS, via notification from FEMA dated September 6, 2018, a grant was awarded
in the amount of $77,841.00 for a dedicated 4x4 tow vehicle and Petaluma Fire Department
(PFD), as the Host Applicant, is responsible for receiving the award funds and purchasing the
equipment; and
WHEREAS, PFD conducted a formal, competitive bid process following City
Procurement Policy for the purchase of the 4x4 vehicle and no valid bids were received; and
WHEREAS, PFD then followed the City of Petaluma's informal bid procedures as per
Municipal Code §4.04.090 and obtained three informal quotes for the 4x4 vehicle before
selecting Victory Chevrolet in Petaluma, CA as the vendor with their low quote of
$45,438.31 for a 2018 Ram 2500 4x4 crew cab pick-up truck; and
WHEREAS, additional costs of $39,884.04 are associated with the tow vehicle to make
it operationally ready for service, such as Code 3 electronics, radios, striping and equipment,
bringing the grand total of the completed vehicle to $85,322.35, $292.92 under the original
grant request made on February 1, 2018; and
WHEREAS, the FEMA award will pay for 90% ($77,841.00) of the total cost of the tow
vehicle, leaving 10% ($7,784.00) to be paid for by the City.
NOW, THEREFORE, BE IT RESOLVED that the City Council:
1. Authorizes the City Manager to execute all documents necessary to purchase one
2018 Ram 2500 4x4 crew cab pick-up truck from Victory Chevrolet as a regional tow
vehicle, including subsequent costs and equipment, in the amount of $77,841.00
subsequent to a U.S. Department of Homeland Security FY 2017 Assistance to
Firefighter's Grant Award.
2. Directs that a budget adjustment be brought forward with all other year-end budget
adjustments for the expense of the vehicle and the corresponding grant revenue.
ATTACHMENT 2
Resolution No. 2018-168 N.C.S.
of the City of Petaluma, California
AUTHORIZING THE CITY OF PETALUMA
TO ACCEPT A U.S. DEPARTMENT OF HOMELAND SECURITY
FY 2017 ASSISTANCE TO FIREFIGHTER'S GRANT AWARD FOR
A REGIONAL TOW VEHICLE IN THE AMOUNT OF $77,841.00
WHEREAS, the Petaluma Fire Department (PFD) and Rancho Adobe Fire District
(RAFD) collaborated together to file a joint application with the U.S. Department of Homeland
Security for a Regional Assistance to Firefighters Grant for a dedicated 4x4 tow vehicle through
the Federal Emergency Management Agency (FEMA); and
WHEREAS, via notification from FEMA dated September 6, 2018, a grant award was
achieved in the amount of $77,841.00 for the desired dedicated 4x4 tow vehicle and lists PFD as
the Host Applicant responsible for receiving the award fiinds and purchasing the equipment
requested; and
WHEREAS, the PFD will conduct a formal, competitive bid process that follows the
City of Petaluma's Procurement Policy for the purchase of the 4x4 vehicle.
NOW, THEREFORE, BE IT RESOLVED that the City Council;
1. Authorizes the City Manager to execute all documents necessary to accept the grant
award in the amount of $77,841.00 for a regional tow vehicle.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCEt I hereby certify the foregoing Resolution was introduced and adopted by the pro as to
Council of the City of Petaluma at a Regular meeting on the 19th day of November
2018, by the following vote:
City ftorney
AYES: Albertson; Barrett; Mayor Glass; Vice Mayor Healy; Kearney; King; Miller
NOES:
None
ABSENT:
None
ABSTAIN:
None
ATTEST:
City Clerk
Resolution No, 2018-168 N.C.S.
lk
Mayor
Page 1
CERTIFICATION OF PUBLICATION IN
Petaluma Argus -Courier
(Published Thursdays)
IN THE
SUPERIOR COURT
OF THE
STATE OF CALIFORNIA
In and for the County of Sonoma
DECLARATION
Notice I am a citizen of the United States, over the
age of eighteen years and a resident of said
county and was at all said times the principal clerk of the
printer and publisher of The Petaluma Argus -Courier, a
newspaper of general circulation, published weekly in the
City of Petaluma, in said County of Sonoma, State of
California; that The Petaluma Argus -Courier is and was at
all times herein mentioned, a newspaper of general
circulation as that term is defined by Section 6000 of the
Government Code; its status as such newspaper of general
circulation having been established by Court Decree No.
35518 of theSuperiorCourt of the State ofCalifornia, in and
for theCountyofSonoma, Department No. I thereof; and as
provided by said Section 6000, is published for the
dissemination of local and telegraphic news and
intelligence of a general character, having a bona fide
subscription list of paying subscribers, and is not devoted to
the interests, or published for the entertainment or
instruction of a particular class, profession, trade, calling,
race or denomination, or for the entertainment and
instruction of such classes, professions, trades, callings,
races or denominations, that at all said times said
newspaper has been established, published in the said City
of Petaluma, in said County and State at regular intervals
for more than one year preceding the first publication of
this notice herein mentioned; that said notice was set in
type not smaller than nonpareil and was preceded with
words printed in black face type not smaller than nonpareil,
describing and expressing in general terns, the purport and
character of the notice intended to be given,- that the notice,
of which the annexed is printed copy, was published and
printed in said newspaper on
k9 -h3- ah2dlB
I DECLARE UNDER PENALTY OF PERJURY that the
foregoing is true and correct.
DATED \'2, 116112,
at Petaluma, Californi
Argus -Courier 10120/16
ATTACHMENT 3
This spade for County clerk's Filing Stamp
Proof of Publication of
E EIV
DEC 17
CIN CLERK
;'?',
ATTACHMENT 4
1370 Auto Center Drive 1360 Auto Center Drive 1230 Auto Center Drive
Petaluma, CA 94952 Petaluma, CA 94952 Petaluma, CA 94952
707-762-2712 707-762-2300 707-765-1900
D E A L E R 0 n 0 u P
BUYER
CO -BUYER
Deal #:
133221
:TTY OF PETALUMA FD
Deal Type:
Retail
'ETALUMA, CA 94952
Deal Date:
01/24/2019
.ell #: (510) 708-3188
Print Time:
10:02am
:mail:
Salesperson:
MARK IANNICCHERI
VEHICLE
lew u
Ised U Stock #:
Description: VIN:
Mileage:
)emo n F21167
2018 RAM 3C6UR5CI61G347622
TRADE
AFTERMARKETS
VEATH ER TECH MATTS $ 250.00
Sale Price:
$ 42,995.00
Total Financed Aftermarkets:
$ 250.00
Total Trade Allowance:
$ 0.00
Trade Difference:
$ 43,245.00
Doc Fee:
$ 85.00
State & Local Taxes:
$ 3,520.56
Total License and Fees:
$ 587.75
Total Cash Price:
$ 47,438,31
Total Trade Payoff:
$ 0100
otal Aftermarkets:
$ 250.00
Delivered Price;
Cash Down Payment + Deposit:
$ 47,438,31
$ 0.00
Total Rebates:
$ 2,000.00
Sub Total:
$ 45,43831
Service Agreement:
$ 0.00
ate:
Maintenance Agreement:
$ 0.00
mount Financed:
$ 45,438.31
GAP Insurance:
$ 0.00
Credit Life, Accident & Health:
$ 0.00
Other:
$ 0.00
Amount Financed:
$ 45,438,31
1370 Auto Center Drive 1360 Auto Center Drive 1230 Auto Center Drive
Petaluma, CA 94952 Petaluma, CA 94952 Petaluma, CA 94952
707-762-2712 707-762-2300 707-765-1900