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City of Milpitas Agenda Report (Ar)

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City of Milpitas Agenda Report (Ar) CITY OF MILPITAS AGENDA REPORT (AR) Item Title: Adopt a Resolution Authorizing the Purchase of Two Skeeter Brush Trucks, LLC Dodge Ram 5500 Type 5 Wildland Engines for the Fire Department from Golden State Fire Apparatus, Inc. Through an HGACBuy Cooperative Contract in the Amount of $634,678.36 and related Budget Amendment Category: Consent Calendar-Public Safety Meeting Date: 1/19/2021 Staff Contacts: Rick Frawley, 408-586-2824 Chris Schroeder, 408-586-3161 Recommendation: Adopt a Resolution authorizing the purchase of two Skeeter Brush Trucks, LLC Dodge Ram 5500 Type 5 Wildland Engines for the Fire Department from Golden State Fire Apparatus, Inc. through an HGABuy cooperative contract in the amount of $634,678.36 and approve an appropriation from the Equipment Fund in the amount of $329,679. Background: The Fire Department is requesting the purchase of two replacement wildland firefighting apparatus to be stationed at Milpitas Fire Station 2 located at 1263 Yosemite Drive, Milpitas, CA and Milpitas Fire Station 3 located at 25 Midwick Drive, Milpitas, CA. These replacement units will be a Type 5 Wildland Fire Engines. This type of fire engine is designed for firefighting efforts in the wildland arena. Specifically, these units will have advanced fire attack capability in the hillside areas of Milpitas. Although stationed in the Eastern portion of our community, these units will be utilized throughout the City. These units replace a front-line Wildland Fire Engine manufactured in 2003 and 2005. The Fire Department conducted a review of apparatus and equipment following the increase in wildland fire activity beginning with the 2017 “Country Fire” in the Milpitas hillside area. One key element in determining the need for resources following the “Country Fire” was the timeline to replace one of the current Wildland Fire Engines after 15 years of service. As such, the Fire Department determined that a quick attack four-wheel drive vehicle would address needs of Milpitas Wildland Urban Interface. These Fire Engines will have the capability to pump water at increased pressures from an on-board supply tank of at least 300 gallons and pump water while driving to support fast attack of wildland fires. The vendor selected that meets the Fire Department’s needs is Skeeter Brush Trucks located in Hillsboro, Texas. Several neighboring fire agencies have purchased similar Skeeter Fire Engines, including Palo Alto Fire, Alameda County Fire, and San Ramon Fire. The Fire Engine will be built on a heavy-duty pickup truck chassis. Delivery is expected within twelve months of ordering the vehicle. However, supply chain issues may delay final delivery and in service. Two factory trips are required for inspection by the Fire Department for up to three personnel to Hillsboro, Texas for a pre-construction meeting and an acceptance final inspection meeting. Dates for this out-of-state travel are to be determined and are included in the proposed price. Analysis: Staff recommends a cooperative purchase through HGACBuy for two Skeeter Brush Trucks, LLC Dodge Ram 5500 Type 5 Wildland Engines from Golden State Fire Apparatus. Cooperative purchasing through the Houston- Galveston Area Council (H-GAC) is specifically authorized pursuant to Municipal Code Section I-2-3.08 “Cooperative Procurement.” The Purchasing Agent reviewed all of the documentation from the H-GACBuy Contract No. FS12-15 and has determined that the underlying purchase was made using competitive bidding procedures at least as restrictive as the City of Milpitas’ Purchasing Division. Contract No. F12-15 is currently valid through January 29, 2022. All H-GACBuy contracts provide nationally bid volume pricing to member cities not otherwise available for a single purchase. The purchase will be completed by issuing a purchase order with the City’s standard terms and conditions for equipment and materials. Policy Alternative: Alternative: City Council does not adopt a resolution to approve the purchase. Pros: Savings of expenditures. Cons: Delay in replacement will increase maintenance of the existing fleet due to age of apparatus and limit fire attack options. Reason not recommended: Due to the increased wildfire activities and the proximity to wildland areas on the east of our City, the purchase of these engines will improve the City’s wildfire fighting capabilities. Additionally, the new Type 5 Fire Engines have improved off road firefighting capability not currently available in the current fleet. Fiscal Impact: Currently, there is $325,509 and $79,937 available in the Equipment Replacement Fund for the first and second Wildland Engine, respectively. We are also expecting mutual aid reimbursement from Cal OES in the amount of $217,583 that will be deposited into the Equipment Replacement Fund upon receipt. As part of the approval of the FY 2020-21 Adopted Budget, $288,750 was appropriated into Capital Outlay for the first engine. Staff recommends appropriating an additional $329,679 into Capital Outlay from Equipment Replacement Fund. The remaining $11,649.36 will be paid from the Fire Department operating budget. California Environmental Quality Act: By the definition provided in the CEQA Guidelines Section 15378, this action does not qualify as a “project” for the purpose of CEQA as this action has no potential to result in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Recommendation: Adopt a Resolution authorizing the purchase of two Skeeter Brush Trucks, LLC Dodge Ram 5500 Type 5 Wildland Engines from Golden State Fire Apparatus for the Fire Department from Golden State Fire Apparatus through an HGACBuy Cooperative Contract in the amount of $634,678.36 and approve an appropriation from the Equipment Fund in the amount of $329,679. Attachments: a) Resolution b) Golden State Fire Apparatus purchase proposal c) Budget Change Form .
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