Report Prepared by: Jeremy Franklin, Battalion Chief, Fire Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements for Siddons-Martin Emergency Group for Apparatus Refurbishing; Total Amount not to Exceed $250,000
REPORT IN BRIEF
Considers approving to waive the competitive bidding requirements for Siddons-Martin Emergency Group for apparatus refurbishing. The total amount not to exceed $250,000.
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 for Sole Source; and,
B. Authorizing the purchase order with Siddons-Martin Emergency Group for apparatus refurbishing not to exceed $250,000; and,
C. Authorizing the City Manager or the Deputy City Manager to execute the necessary documents; and,
D. Authorizing the Finance Officer to make the necessary budget adjustments; and,
E. Authorizing the City Purchasing Supervisor to issue the Purchase Order.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff’ or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Title 3, Article III of the Merced Municipal Code, Purchases over Thirty-six Thousand Dollars.
Section 3.04.210 - Exemptions from competitive bidding
Exemptions from competitive bidding for purchases over the current threshold limits for equipment, materials, supplies or services, or for PWC are allowed with the applicable approval of the CC (3.04.210). Waivers may be authorized for, but are not limited to, the following cases:
STANDARDIZATION
An established agreement for the use of a particular product, normally subject to bidding in lieu of other similar or equal products, based on its design, quality or physical characteristics, which is recommended by the department head and approved as a city standard, after review by the City Manager. When requesting a waiver based on standardization, please select and follow one of the two following options, fill out and attach the form to staff report:
1. SINGLE SOURCE: is when several sources exist which can supply the product or service, but it is decided for specific reasons to direct the purchase to a particular source. Single source refers to selecting a specific vendor out of preference rather than availability (Requires Sole/Single Source Request).
A. Single source purchases can be allowed for standardization of specific equipment, supplies, or for reasons of equipment compatibility. Note: when original equipment manufacturer (OEM) is required, vendor must show proof of OEM status.
B. If the purchase exceeds the current bidding threshold, an administrative report must be prepared to obtain CC approval to (1) wave competitive bidding and (2) award the purchase to the “Single Source” vendor.
2. SOLE SOURCE: purchases may be allowed under the following circumstances and guidelines (Requires Sole/Single Source Request):
A. When only one known supplier is available (as opposed to preferable) for unique commodities or services with singular characteristics or performance capabilities, or which have specific compatibility components with existing City products. Sole source purchases may include proprietary items sold direct from the manufacturer.
B. Sole sourcing is not based on price. However, if the purchase exceeds the current bidding threshold, an administrative report must be prepared to obtain CC approval to (1) wave competitive bidding and (2) award the purchase to the “Sole Source” vendor.
CITY COUNCIL PRIORITIES
As provided for in the FY 23/24 Adopted Budget.
DISCUSSION
Background
Industry standards identify a useful life for fire engines and fire trucks that varies from 10-12-years for front-line apparatus, with an additional five years in reserve, depending on local conditions, community demand, engine hours, miles driven, maintenance costs, and reliability. It is important to note that when an engine/truck reaches 20-years old, it begins to present safety and increased maintenance cost and concerns.
The Fire Department has five front-line fire engines, one front-line truck, three reserve engines, and one reserve truck. Reserve fire engines and fire trucks serve a vital role in public safety as they are utilized daily when front-line engines are out of service for repair, to backfill when frontline units are deployed for mutual aid, and at special events such as parades and commemorative ceremonies.
Currently, the department’s fleet is older than the industry recommends. It is utilizing 2 front-line engines that are 15 years old; 1 reserve truck that is 22 years old, 2 reserve engines that are 22 years old, and 1 reserve engine that is 17 years old. These older vehicles are frequently out of service causing the Fleet Services Division to spend many hours troubleshooting, waiting for parts, and repairing the vehicles which results in the community not having an emergency vehicle available to them.
Exacerbating this problem is new apparatus purchase lead times. Lead times are currently 36 to 40 months. This means that if we purchase a new apparatus today, best case scenario is that we would receive it in October 2026. When you factor in outfitting time and in-service training, it is realistic to say it would not be placed in service until early 2027.
Apparatus Refurbishment
One possible solution is to extend the life of the reserve apparatus fleet by means of refurbishment. NFPA 1910 “Standard for the Inspection, Maintenance, Refurbishment, Testing, and Retirement of In-Service Emergency vehicles and Marine Firefighting Vessels” is the industry standard for this process. NFPA 1910 recognizes two levels of apparatus refurbishment.
Level 1 Refurbishing - The assembly of a new fire apparatus by the use of a new chassis frame, driving and crew compartment, front axle, steering and suspension components, and the use of either new components or components from an existing apparatus for the remainder of the apparatus (NFPA 1910-3.3.194.1). A vehicle that has undergone a Level 1 refurbishment receives a new make and model designation and new Certificate of Origin for the current calendar year (NFPA 1910-A.3.3.194.1).
Level 2 Refurbishing - The upgrade of major components or systems of a fire apparatus with components or systems that comply with the applicable standards in effect at the time the original apparatus was manufactured (NFPA 1910-3.3.194.2). A vehicle that has undergone a Level 2 refurbishment retains its original make and model identification as well as its original title and year of manufacture designation (NFPA 1910-A.3.3.194.2).
Level 1 Refurbishing is essentially a complete rebuild of the apparatus. This would be the best option but is very expensive. Level 2 Refurbishing is upgrading operating systems and inspecting and addressing any deficiencies in the apparatus. Level 2 Refurbishing is the option that we are requesting. With the current budgeted number, it will not be possible to complete an entire level 2 refurbishment. The primary goal will be to upgrade the emergency lighting package to LEDs and overhaul the water pump and its operating components. This goal was established in coordination with the City Fleet Division as to what has caused them the most issues in maintaining the reserve fleet. When the vehicle arrives at the facility, they will be able to conduct a thorough inspection and an estimate will be provided. It is not possible to get an exact estimate until they have the apparatus and are able to inspect it.
Any additional level 2 refurbishment items identified during the inspection will be coordinated, prioritized, and approved by the Fire Department working within the constraints of the approved budgetary allocation.
The goal with the allocated funds is to refurbish a minimum of two reserve engines. The Fire Department will refurbish additional reserve apparatus as funding permits.
Sole Source Justification
Sole Source may be allowed for proprietary items. Refurbishing our current reserve fleet will need to be completed by a Pierce dealer due to the Command Zone interface used on all Pierce apparatus. The Command Zone interface controls all the electrical functions of the apparatus. In order to refurbish the apparatus with LED emergency lights, an interface with this system will be needed. The Command Zone is a proprietary product to Pierce, so only their dealers have this capability.
There are three Pierce Manufacturing dealers in our general area. Golden State Fire Apparatus located in Sacramento, CA, South Coast Fire Equipment located in Corona, CA, and Siddons-Martin Emergency Group which is located in Texas but has a repair facility in Reno, NV. The only dealer of the three to accept the project was Siddons Martin. The refurbishment would take place at their repair facility in Reno, NV. The dealers separate their territories and maintain continuity by region except when they cannot complete the work in a timely manner. Siddons-Martin, while out of territory for Merced, is willing to accept the project with the blessing of Golden State Fire Apparatus, the dealer in territory.
IMPACT ON CITY RESOURCES
Funding of $300,000 was included in the FY 23/24 Adopted Budget for Apparatus Refurbishing in Fund 2003-Measure Y-Fire 20%.
ATTACHMENTS
No attachments.