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File #: 21-0603    Version: 1
Type: Consent - Purchase Status: Passed
File created: 10/22/2021 In control: City Council
On agenda: 11/9/2021 Final action: 11/9/2021
Title: Authorization to purchase one vehicle for the Orange Fire Department, three motorcycles and seven vehicles for the Police Department, and four vehicles for the Public Works Department using a Cooperative Purchasing Agreement.
Attachments: 1. Staff Report, 2. HGAC FS12-19 Bid

TO:                                          Honorable Mayor and Members of the City Council

 

THRU:                     Thomas R. Hatch, Interim City Manager

                                                                                                          

FROM:                     Christopher Cash, Public Works Director

                                          

                     

1.                     Subject

title

Authorization to purchase one vehicle for the Orange Fire Department, three motorcycles and seven vehicles for the Police Department, and four vehicles for the Public Works Department using a Cooperative Purchasing Agreement.

body

2.                     Summary

Purchase and equip fifteen vehicles for Orange Fire, Police, and Public Works Departments from South Coast Fire Equipment, Irv Seaver BMW, Villa Ford, and National Auto Fleet Group. City Council has previously approved the Cooperative Purchasing Agreement as the standard for vehicle and equipment procurement.

3.                     Recommended Action

recommendation

1.                     Approve the purchase of one Pierce Tiller Arrow XT Fire Truck for $1,689,952 from South Coast Fire Equipment.

2.                     Approve the purchase of safety equipment and supplies needed to equip the Fire Apparatus from various lowest qualified vendors for $480,000.

3.                     Approve the appropriation of $2,169,952 from City Infrastructure Bond unreserved fund balance to expenditure account number 553.5023.55212.V2231, City Infrastructure Bond- Motor Vehicle Replacement.

4.                     Approve the purchase of three 2022 BMW motorcycles for $85,710.

5.                     Approve the purchase of five 2022 Ford Explorers Police Pursuit Rated, one Ford Explorer K-9 Utility, and two 2022 Ford F-150 Trucks for $433,442 from Villa Ford.

6.                     Approve the purchase of two 2022 Ford Explorer and one 2022 Chevy Bolt for $101,480 from National Auto Fleet Group.

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4.                     Fiscal Impact

The total expenditure for these purchases is $2,790,584 and will be funded through:

City Infrastructure Bond (553)

$2,169,952

Vehicle Replacement (720)

     585,205

AQMD-AB 2766 Air Pollution Reduction (245)

       35,427

Total:

$2,790,584

 

5.                     Strategic Plan Goals

Goal 1: Provide for a safe community

a: Provide staffing and resources to deliver services that ensure public safety.

Goal 2: Be a fiscally healthy community

a: Expend fiscal resources responsibly.

6.                     Discussion and Background

City Council has previously authorized a Cooperative Purchasing Agreement (CPA) using Houston-Galveston Area Council (HGAC) and Sourcewell as the standard for vehicle and equipment procurement. This purchase is a continuation of that policy. A total of 29 vehicles and equipment are beyond their useful life and require replacement within Fiscal Year 2021-22.  Staff has ordered five replacement vehicles previously approved by Council in August and October.

The City has secured bond funding and staff recommends the purchase of a new Pierce Tiller Arrow XT Fire Truck to be stationed at the new Fire Headquarters. The large top-mounted aerial ladder is responsible for functions like ventilation, rescue, and forcible entry. This procurement will be from Pierce Manufacturing and their local dealer South Coast Fire Equipment, through contract No. FS12-19 by HGAC.

The City has purchased fleet vehicles from South Coast Fire Equipment over the past five years and will receive a 2% discount ($26,556) off the net price of the truck using the HGAC contract. In addition, staff recommends an upfront payment for an additional savings of 2.93% ($38,929).  These savings include purchasing a performance bond for $3,613 to secure the upfront payment; the combined savings is $65,484. Once ordered, the apparatus will take 17-19 months to build and equip with communications and other safety equipment, for a total not to exceed $480,000, using several lowest qualified vendors.

In 2020, Irv Seaver provided the lowest competitive bid for the 2021 BMW Police Pursuit Motorcycles. The vendor has agreed to honor a price continuation for two 2022 BMW R1250 RT-P motorcycles, identified with their recommended replacements as follows:

Current BMW Motorcycle

Replacement BMW Motorcycle

Replacement Cost

(2)  2009 R1200

 2022 R1250

$57,140

(1) 2008 R1200

      “        "

  28,570

Irv Seaver Total:

 

$85,710

The purchase of six 2022 Ford Explorers and two 2022 Ford F-150s will be completed using a CPA with the University of Los Angles from January 2021 (PO 3335 PYB390 and PO 3335 PYB108). Therefore, there are no additional costs or surcharges required to participate in this transaction.

Current Ford Vehicle

Replacement Ford Vehicle

Replacement Cost

2016 Explorer K9

2022 Explorer K9

$ 64,269

2016 Explorer Interceptor

2022 Police Pursuit Utility

   60,283

(4) 2017 Explorer Interceptors

                    “        "

 241,132

1993 Ranger

2022 F-150 1/2 Ton Pickup

   33,879

1999 F-150

     “        "

   33,879

Villa Ford Total:

 

$433,442

For the purchase of the two Ford Explorers and the Chevrolet Bolt for Orange Police and Public Works Departments, staff will utilize a nationally solicited, competitively bid, and awarded Sourcewell contract. National Auto Fleet was awarded contract No. 120716-NAF for Cars, Trucks, Vans, SUVs, and Other Vehicles, yielding pricing discounts from 1.0% to 25.86% across 15 manufacturers, depending on the model. The discount to the City averages 15% for the two Ford Explorers, and 8% for the Chevy Bolt, for a combined savings of $13,616.

Current Ford Vehicle

Replacement Vehicle

Replacement Cost

1995 F-150

2022 Explorer XLT

$  34,528

2003 Explorer

2022 Explorer

    31,525

2000 Explorer

2022 Chevrolet Bolt 2LT

    35,427

National Auto Fleet Total:

 

$101,480

As is customary in public agencies, after removing all equipment, the fourteen surplus vehicles will be auctioned, for the total sum of approximately $9,800. Upon placement of the order, all additional vehicles will take six months to build and equip.

7.                     ATTACHMENTS

                     HGAC FS12-19 Bid

                     CPA bids are available for review in the Purchasing Department