City Council Draft Agenda


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  8.C.       
Meeting Date: 01/17/2023  
Co-Submitter: Emily Markel From: Mark Wilson, Deputy Fire Chief

TITLE:
Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract for a Velocity Aerial Bucket Quint Unit with Hughes Fire Equipment, Inc. in the total amount of $1,960,222.66.
STAFF RECOMMENDED ACTION:
  1. Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. through the Sourcewell Agency Cooperative Contract for a new Velocity Aerial Bucket Quint Unit in the total amount of $1,960,222.66; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The purchase of the Velocity Aerial Bucket Quint Unit will be an additional new Quint, giving the Flagstaff Fire Department (FFD) three total Quints with one being placed in a reserve capacity. Having a reserve Quint is very important as there has been an increased frequency of necessary repairs (up to 35% of the year) for the current unit.

A Velocity Aerial Bucket Quint Unit is different from an Engine because it has the following: 1) water; 2) pump; 3) hose; 4) ground ladders; and 5) an aerial ladder – for higher facility access – usually over 100’.

This Velocity Aerial Bucket Quint Unit was part of the FLEET adopted apparatus replacement plan, but funding was unavailable until this year through various accounts, including Impact Fees. This Velocity Aerial Bucket Quint Unit would go into one of the three heaviest call volume districts in the City's central corridor. It will be used in a co-staffed capacity, but will be strategically placed in the areas seeing the largest influx of elevated structures in the City for standards of cover needs.
 
Hughes Fire Equipment, Inc., is a fully authorized dealer of Pierce Manufacturing, Inc. products such as the Velocity Aerial Bucket Quint Unit. Pierce Manufacturing, Inc. has cooperative purchase contract #113021-OKC with Sourcewell to purchase their products at a reduced rate and authorizes Hughes Fire Equipment, Inc. to sell those products.
Financial Impact:
The purchase of the Velocity Aerial Bucket Quint Unit is part of the City Manager’s proposed budget that was presented to Council at the April Budget Retreat. The original proposal was to consider it through a bond measure, but funding was found in other areas by the Budget Team. The purchase of the Velocity Aerial Bucket Quint Unit is part of a balanced General Fund 5-year plan to help address critical infrastructure needs. The amount of the purchase will be budgeted in account 001-03-051-0203-2-4401.
 
Hughes Fire Equipment, Inc. may request full or partial payment as part of our commitment to the purchase. If funds are provided in fiscal year 2022-2023, that will be placed in a prepaid expense account and then expensed on delivery of the vehicles through a carry forward process.
Policy Impact:
FFD recently revised its policy to reduce the wear and tear on our largest and most expensive apparatus; the large aerial ladder trucks. To do this, FFD implemented co-staffing which requires that the station crew determine which unit is most needed based on the call type and respond appropriately. By purchasing an additional Velocity Aerial Bucket Quint Unit, it improves FFD's ISO (Insurance Services Office rating) and standards of cover needs to support new development. This also keeps the added response miles off the Quint and allows annual apparatus maintenance costs to stay within budget.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Safe & Healthy Community - Provide public safety with the resources, staff and training to respond to community needs. High Performing Governance - Serve the public by providing high quality internal and external service.

Regional Plan
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.
Has There Been Previous Council Decision on This:
No.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. for the Velocity Aerial Bucket Quint Unit; or
  2. Reject the Cooperative Purchase Contract and direct Staff to conduct an independent procurement; or
  3. Reject approval of the Cooperative Purchase Contract and continue to utilize older units, which may result in decreased service levels and increased breakdowns.
Background/History:
The national standard for fire engine and Quint replacement from front-line service ranges between 10-20 years base on use and typical geographical response. During the recession, the City moved the replacement of fire engines and Quints up to twenty-five (25) years to reduce capital expenses. Currently, Fleet has moved this back to twenty (20) years due to significant maintenance costs and downtime seen by these older units. The Fleet Committee, City Manager's office and Budget Team has voiced a preference to replace aging fleet to get FFD back on pace for normal twenty-year replacement.

This fulfills the needed Quint replacement per the adopted FLEET plan and also allows for increased Aerial coverage within the City to meet elevated and higher risk commercial growth.

FFD has chosen to use the Pierce products sold by Hughes Fire Equipment, Inc. as the fire engine manufacturer due to longevity, quality, maintenance, and overall fleet consistency for operational use.

Purchasing staff reviewed the agency contract and amendment to confirm validity of the terms and similar scope. The Cooperative Purchase Contract from Sourcewell conforms with City procurement rules. Purchasing staff worked with Hughes Fire Equipment, Inc. to develop the draft City of Flagstaff Cooperative Purchase Contract attached herein.
Key Considerations:
The FFD apparatus replacement schedule anticipated saving capital expenses by refurbishing current units. FFD refurbished the oldest Quint in 2016 for $100k. This unit has continued to have ongoing breakdowns and has proven this is not a cost-effective method. By purchasing this additional Velocity Aerial Bucket Quint Unit, FFD will increase capacity in our current fleet in order to better meet the national standards for protection of life and property within the ever-growing community. This need includes servicing elevated buildings and increased higher risk developments that can be provided by the Velocity Aerial Bucket Quint Unit.
Expanded Financial Considerations:
The City Budget Team provided direction to FFD staff to seek replacement of one aging Quint and the purchase of a new Velocity Aerial Bucket Quint Unit. Funding was set aside in the FY22-23 and will come from various accounts.

By identifying funding for the Quint during the budget process, FFD eliminated the consideration of taking this unit to the voters for the November 2022 ballot. 

By approving the purchase in January, FFD will be ahead of the anticipated 3-6% increase from Pierce in February of 2023 for this same unit.
Community Benefits and Considerations:
Purchasing a new Velocity Aerial Bucket Quint Unit allows response efforts to be consistent in meeting the FFD mission and the community expectations for public safety response. This will also reduce the amount of time FFD will have to put crews responding to emergency incidents in older reserve apparatus due to aging front line units going out of service for mechanical issues. As the community moves into higher density and elevated footprints, having multiple operational Quints is critical to support the changing infrastructure demands within the City.
Community Involvement:
Informed based on FLEET replacement schedules adopted at council meetings.
Attachments
Contract 2023-83
Exhibit A
Exhibit B - Agency Contract


    

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