Title
Consider a memorandum/resolution authorizing the procurement of six (6) emergency vehicles for the Fire Department in the amount of $5,901,954.
Summary
DATE: November 29, 2022
TO: Kent Cagle, City Manager
FROM: Judith Tangalin, Interim Executive Director of Finance
SUBJECT: Procurement of Six (6) Emergency Vehicles for the Fire Department
BACKGROUND AND FINDINGS:
The Fleet Department is seeking approval to purchase four replacement and two additional vehicles for the Fire Department. The Fire Department has 15 large vehicles and four of these vehicles are overdue for replacement. At the November 15, 2022, City Council Meeting, Council approved the issuance of a limited tax note (Ordinance #22-020) to facilitate replacement of these four large vehicles and purchase of an ambulance for the future new Fire Station #4. The four large vehicles being replaced average 21 years of age and 8,000 hours of run time.
The four vehicles to be replaced at this time are:
|
Year Model |
Description |
Qty. |
|
1996 |
Pumper/Engine Truck |
1 |
|
2001 |
Pumper/Engine Truck |
2 |
|
2008 |
Aerial Ladder Truck |
1 |
In addition to the above replacement vehicles, both an ambulance and a pumper/engine truck for the new Fire Station #4 are also required. The Fire Department submitted and was successful in obtaining an Assistance to Firefighters Grant (AFG) Federal Grant in the amount of $590,909.09 to be used towards the purchase of the pumper/engine for Fire Station #4.
THE ALTERNATIVES CONSIDERED:
1.) Defer purchase of Fire Department emergency vehicles.
2.) Purchase Fire Department emergency vehicles.
Which alternative is recommended? Why?
The second alternative is recommended to meet the department’s mission, operate in the safest and most cost-effective manner, and obtain the needed vehicles for the new Fire Station #4.
CONFORMITY TO CITY POLICY:
Purchases made through a cooperative contract and sole source exemption are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F and Texas Local Government Code (TLGC) section 252.022.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
|
Funding Avenue |
FY23 |
|
4 Large Vehicles and FS#4 Ambulance (Limited Tax Notes) |
$ 4,930,446 |
|
FS#4 Pumper/Engine (AFG Federal Grant/City Match) * |
$ 971,508 |
|
Total |
$ 5,901,954 |
|
*Grant amount $590,909 City Match $380,599 |
|
The purchase pricing from Siddons-Martin Emergency Group, LLC utilizing the Houston-Galveston Area Council Buy (HGACBuy) Cooperative and funded by the approved limited tax notes is as follows:
|
Make/Model |
Qty. |
Cost |
Total Cost |
|
Pierce Pumper/Engine Truck |
1 |
$ 924,320 |
$ 924,320 |
|
Pierce Pumper/Engine Truck |
2 |
$ 802,902 |
$ 1,605,804 |
|
Pierce Aerial Ladder Truck |
1 |
$ 1,888,122 |
$ 1,888,122 |
|
HGAC-Buy Fee |
$ 2,000 |
|
Total Cost |
$ 4,420,246 |
The purchase pricing from Sterling McCall Ford utilizing the Houston-Galveston Area Council Buy (HGACBuy) Cooperative, associated equipment utilizing sole-source & cooperative vendors, and funded by the approved tax note is as follows:
|
Make/Model |
Cost |
|
Ford F550 Ambulance |
$ 314,000* |
|
Stryker Stretcher & Stair Chair |
$ 82,506 |
|
Stryker Cardiac Monitor |
$ 50,088 |
|
Zoll AutoPulse |
$ 16,641 |
|
Dailey & Wells Radio |
$ 9,536 |
|
Knox Med Vault |
$ 3,022 |
|
Computers - 2 |
$ 7,280 |
|
Soft Equipment (gauze, needles, bandages, etc.) |
$ 27,127 |
|
Total Cost |
$510,200 |
*Includes $1,000.00 HGACBuy fee for Sterling McCall Ford purchase
The purchase pricing from Siddons-Martin Emergency Group, LLC utilizing the Texas Association of School Boards (TASB) BuyBoard Cooperative and partially funded by the AFG Grant is as follows:
|
Make/Model |
Cost |
|
Pierce Pumper/Engine Truck |
$ 970,008 |
|
BuyBoard Fee |
$ 1,500 |
|
Total Cost |
$ 971,508 |
Is this a one-time or recurring expenditure?
The purchase of the vehicles is a one-time expenditure.
Is this expenditure budgeted?
These expenditures are budgeted in the following accounts:
|
Division/Department |
Account |
Cost |
Available Funds |
|
Fire (Limited Tax Notes) |
349-8870-493.61-10 |
$4,930,446 |
$5,000,000 |
|
Fire (AFG Grant plus City match) |
349-8870-493.61-10 |
$ 971,508 |
$971,508 |
|
Total |
|
$5,901,954 |
$5,971,508 |
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Council approve the procurement of six emergency vehicles for the Fire Department in the amount of $5,901,954, and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Fire Department
Purchasing
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Quotes
Grant
Certificate of Interested Parties