HomeMy WebLinkAboutStaff Report 3.B 05/06/2019w�ALU Agenda Item #3.B
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DATE: May 6, 2019
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Leonard C. Thompson, Fire Chief
SUBJECT: Resolution Approving the Purchase of One Replacement Type VI Utility Service
Truck from Victory Chevrolet and Authorizing the City Manager to Execute all
Documents Necessary to Complete the Purchase
RECOMMENDATION
It is recommended that the City Council approve the attached Resolution Approving the
Purchase of One Replacement Type VI Utility Service Truck from Victory Chevrolet and
Authorizing the City Manager to Execute all Documents Necessary to Complete the Purchase.
BACKGROUND
The Petaluma Fire Department (PFD) is seeking authority to purchase a new Type VI vehicle
(identified as a 2019 Dodge RAM 5500 4x4 automatic crew cab diesel pick-up truck) which will
replace Brush Truck 9341 (currently a 1982 Ford F350 4x4 pick-up truck). The Ford is no
longer being utilized efficiently because it can only hold 2 people and doesn't have room for any
additional equipment. Parts for the Ford have become obsolete making repairs almost cost
prohibitive. A formal, competitive bidding process was conducted in December of 2018
however, no bids were received. Subsequently, the Fire Department followed the City's
procurement process to solicit informal quotes, which resulted in the purchasing
recommendation contained herein.
DISCUSSION
Fleet number 9341, the Fire Department's current and only Type VI (aka the Brush Truck), is a
1982 Ford F350 with 29,655 miles on it. It has been used in the City of Petaluma to respond to
vegetation fires in the West side hills, along the river and the highway, as a tow vehicle for the
boat or rescue trailers and is staffed for extra patrols for high fire weather danger, 4th of July and
other special events. However, it has reached a mature lifespan and holds only 2 firefighters
(minus equipment such as SCBAs), so it is solely considered a task force and not an engine
company (which is a minimum of 3 firefighters). It is insufficient as a true fire response.
The requested new Type VI replacement will be more widely utilized because it will be able to
hold an engine company (3+ people) due to the crew cab option. While still expected to respond
1
to vegetation fires, vehicle fires, etc., it could potentially run more mutual aid and medical aid
calls because of its enhanced capabilities. PFD foresees red flag warning days being run with a
crew in the Type VI instead of the engine when we need to upstaff. The new Type VI will have
compartment space to hold medical equipment, tools, hose, at least 2 SCBAs and will be a much
more versatile, relevant, and usable vehicle in Fire's fleet.
The total funds set aside by the City will ultimately cover the vehicle and enhanced utility bed,
installation of all things electrical (code 3 lighting, radios, auxiliary lighting and power), striping
and cabinetry for tools. The skid mount unit (which holds the 250 -gallon water/20-gallon foam
tank & pump) will be taken off the 1982 Ford and re -installed on the bed of the RAM 5500
which will provide significant cost savings over purchasing a new tank and components.
A formal bid process for the utility service truck was conducted, complete with newspaper
noticing (see Attachment 2), and no bids were received. 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 infonnal quotes for vehicles comparable to the 1982 Ford
F350 before selecting Victory Chevrolet in Petaluma, CA as the vendor from which to buy. Their
quote of $64,116.40 for a 2019 RAM 5500 4x4 Crew Cab includes tax and license fees
(Attachment 3).
Additional estimated costs of $60,512.56 will be associated with the new Type VI, including:
— Customizing the steel bed to install the skid mount unit and compartments ($14,803.80;
to be done directly from Victory Chevrolet prior to PFD taking possession of the vehicle)
— Code 3 Capable Light Package and Siren ($18,250.93)
o Center Console Electronics
o Floodlights, chargers, VHF antenna
o Siren controls; speakers
— Three Motorola Portable Radios, plus installation and chargers ($17,252.39)
— Decals, Striping and Numbering ($1,205.44)
— Operational Equipment & Frame Work ($9,000.00)
ESTIMATED GRAND TOTAL: $124,628.96
Acceptance of this vehicle purchase and associated costs using City funds is requested from City
Council.
PUBLIC OUTREACH
This agenda item appeared on the City's tentative agenda document on April 15, 2019 which was
a publicly -noticed meeting.
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FINANCIAL IMPACTS
The FY 2018/19 Fire Department budget includes funding for this purchase in an amount not to
exceed $125,000, for this replacement Type VI purchase. No additional budget adjustment is
necessary.
ATTACHMENT(S)
1. Resolution
2. Proof of Publication
3. Quote from Victory Chevrolet (Petaluma, CA)
ATTACHMENT 1
RESOLUTION APPROVING THE PURCHASE OF ONE REPLACEMENT
TYPE VI UTILITY SERVICE TRUCK FROM VICTORY CHEVROLET
AND AUTHORIZING THE CITY MANAGER TO EXECUTE
ALL DOCUMENTS NECESSARY TO COMPLETE THE PURCHASE
WHEREAS, in FY 2018/19, City officials set aside funds in an amount not to exceed
$125,000 in the City's Vehicle and Equipment Replacement Fund (#7500) to be used to
replace the current Fire Department Type VI brush truck which has become aged and
obsolete; and
WHEREAS, PFD conducted a formal, competitive bid process following City
Procurement Policy for the purchase of the 4x4 utility service vehicle and no 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 utility service
vehicle before selecting Victory Chevrolet in Petaluma, CA as the vendor with their quote of
$64,116.40 for a 2019 RAM 5500 4x4 crew cab, including tax and license fees; and
WHEREAS, additional costs will be associated with outfitting the new Type VI to make
it operationally ready for service, such as custom tailoring the former skid mount unit onto
the flatbed, code 3 electronics, radios, striping and equipment, bringing the grand total of the
completed vehicle to an amount not to exceed $125,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council:
1. Authorizes the City Manager to execute all documents necessary to purchase one
2019 RAM 5500 4x4 Crew Cab from Victory Chevrolet as the new Fire Department
Type VI in the amount of $64,116.40.
rd
CER HFICATION 01PURI.ICATION IN
Petaluma Argus-COurier
PublishedThur-sdays)
INTHE
SUPERIOR COURT
OFf I IE
STATE OF CALIFORNIA
In and for the County of Sonoma
MCLAIZATlON
VctYct I am a citizen of -the United States. over the
age of eighteen years and a resident of said
County and was at till said times the principal clerk of the
printer and publisher of rhe 11cialunia Argus -Courier, a
newspaper of general circulation, published weekly in the
City of Pettduina, in said County of Sonoma, State of
California, that rhe Petaluma Argus -Courier is and was at
all times herein mentioned, a newspaper of gcneral
circulation as that term is defined by Scc6on 6000 of the
l5civcrtntlent Code: its status as, such newspaper of general
vir"alation having been established by Court Decree No.
35518 oftheSuperiorCourt cif the State otValifornia, in and
for theCountyoNonorna. 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 gene t ral character, having a bona fide
subscription list ofliaying subscribers, and isnot duvotcdto
the interests. or published for the entertainment air
instruction of a particular class, profession, trade, Calling,
race or denomination, or for the entertaintnent and
instruction of such classes, proRssions. trades. callings.
races or denottainations, that at all said bines ,said
newspaper has been established. published in the said Ch,
of Petaluma, in said County and State at regular intervals
for more than one year preceding the first Publication of'
this notice herchi mentioned: that said notice was set in
type not smaller than nonpareil and was preceded with
words printed in black face type not stnaller than nonpareil,
describing and expressing in general terms, the purport and
character of the notice intended to be given; that the notice,
of which the annexed i,, printed copy. was published and
printed in said newspaper on
I DECLARE UNDER PFNALTY OF PERJURY that the
foregoing is trueand correct.
DATED
at Petaluma, Calif-orvia.
Af,qus-Cwder 104kli%
ATTACHMENT 2
This space for County clerk's Filing Stamp
Proof of Publication of
IMMATION TO BID
The Guy of Petaluma Is sacking We f.,
the Pinch— the fulrowl";
One Wilay Service Trask
I fieri" ries regarding so—flications
'ho.ld he directed to:
i Jeff Maiden, Sattallon Clfef
CRY & Petaluma rim vopa"nreVt
Phona: 7117.778,4390
FAX; 707.801.06118
E-rnaffi jh0ld.r9.1p9AalMaX@.U5
Seated bids wik be accepted until
Wldne.day, Do'emlr W, 2018
at 3:00 P.M. in the Qtq Clerk's office.
aide 'ecolved after this lime and date
will be refected. Postmarks WM not be
—pted .e proof at receipt.
lifidtfacs shall mall or nand -deliver bid
packages to the city Clerk's offics,
City of Petaluma, 11 English Stress,
Petaluma, CA 94852
Clave Cooper
coclark
Docombor 6, 2018
2827338 - Pub C.. 6, 2018 iti
AI
R
ATTACHMENT 3
2\
132 8 3 1
TiW60e" Retail
09:29anj
New
Used Stnck'#: Description: WIN: Mileage:
Derno 2019 RAM DP01-93 17
TRADE,
AffERMARKETS
Glmvlolet
Ghevy Trucks.
HARBOR SERVICE BODY
cadillar.
BUYIER
C11 Y OF PETALUMA FIRE DEPT,
,1,-.;:
198 D STREET
58,995.00
PETA1,UMA, CA 94952
Total Financed Aftermarkets:
Work it: (/0/) "0--1361
14,803.80
Total Trade Allowance:
$
VEHICLE
ATTACHMENT 3
2\
132 8 3 1
TiW60e" Retail
09:29anj
New
Used Stnck'#: Description: WIN: Mileage:
Derno 2019 RAM DP01-93 17
TRADE,
AffERMARKETS
HARBOR SERVICE BODY
14,80180
Safe Price:
$
58,995.00
Total Financed Aftermarkets:
$
14,803.80
Total Trade Allowance:
$
0100
Trade Difference:
$
73,798.80
Roc Fee:
$
80X0
State & Local Taxes:
$
6,002.65
Total License and Fees:
$
1,26535
Total Cash Price.
$
81,147,20
Total Trade Payoff:
$
0100
Total Aftermarkets;
$ 14,803.80 Delivered Price:
$
81,147.20
Cash Down Payment + Deposit:
$
0100
Total Rebates:
$
1,000.00
Sub Total.
$
80,147,20
Service Agreement:
$
0.00
Rate;
Maintenance Agreement:
$
0.00
Amount Financed;
$ 80,147.20 GAP Insurance:
$
0,00
Credit Life, Accident & Healft
$
0.00
Other:
0.00
Amount Financed:
80,147.20
***This quote displays both the cost of the vehicle, with tax and license ($64,116.40) and the
cost of the framework needed on the bed of the vehicle in order to accommodate the skid mount
unit ($14,803.80), which is to be done prior to the Fire Department taking possession.
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