SunnyvaleRTC

February 28, 2006

SUBJECT: Award of Contract for the Purchase of One Fire Rescue Unit (F0501-44)

REPORT IN BRIEF

Approval is requested for the award of a contract to Hi-Tech Emergency Vehicle Service, Inc, of Oakdale for the purchase of one fire rescue unit to be used by the Department of Public Safety Fire Service and maintained by the Department of Public Works Fleet Maintenance Division.

BACKGROUND

The requested apparatus is a custom-built American LaFrance fire rescue unit which will replace one 1983 Salsbury Heavy Rescue Unit. Typically, fire apparatus is considered to have a useful life of twenty years. For that reason, the unit was scheduled for replacement in FY 02/03. However, it was determined at that time that the unit was in sufficiently good condition to justify keeping it in service; and its replacement was deferred until now.

Since then, staff has evaluated the performance of the 1983 Salsbury apparatus against the performance of the newer American LaFrance apparatus currently in the City’s Fleet. The 1983 apparatus is so much slower than the newer apparatus that firefighters are unable to arrive as a team or company at the scene of an emergency. In addition, to not being suited to current fire operations, the existing vehicle is 23 years old. Although the existing vehicle has been reliable to this point, due to age it is susceptible to major component failure which may result in repair cost exceeding the current value of the vehicle. The safety features of the requested American LaFrance unit are clearly superior to the 1983 Salsbury, both technologically and ergonomically. While staff has continued to ensure the safety of the City’s firefighters through apparatus maintenance, design improvements in safety over the past 23 years have been significant.

Since the Salsbury apparatus was purchased, the demands on the fire service in the Silicon Valley have evolved to include more “all risk” missions, including building collapse, light and heavy rescue, support of sustained public safety missions, whether police or fire; and the traditional needs for which the 1983 apparatus was designed continue, such as hazardous material incident support, lighting support, and breathing apparatus support. Technological and equipment needs have also changed significantly since 1983. The requested apparatus will be capable of supporting “high tech” equipment and services, such as a computer docking station, wireless access for hazardous material plume modeling, and technical reference checks. The requested apparatus will also be capable of carrying rescue equipment, such as confined space, trench rescue, and urban search and rescue tools that cannot be carried on the 1983 apparatus. Based on an evaluation of functionality, safety, and overall capabilities, staff recommends replacement of the 1983 Salsbury unit at this time.

DISCUSSION

Staff requests Council’s approval of the purchase of an American LaFrance apparatus. Over the years, the City has operated several American LaFrance fire apparatus; and both the Department of Public Safety and Fleet Maintenance have been highly satisfied with its quality and performance. The requested rescue unit will continue the City’s movement towards standardization of its fire apparatus which will reduce operator and mechanic training requirements, minimize the inventory of spare parts, and streamline warranty administration.

Section 2.08.070 (b) of the Sunnyvale Municipal Code exempts from competitive bidding contracts for which the City’s requirements can be met solely by a single proprietary article or process available from a single source. In this case, Hi-Tech Emergency Vehicle Service is the sole distributor for the American LaFrance cab and chassis in Northern California.

A team consisting of Department of Public Safety, Fleet Maintenance, and Purchasing staff developed detailed specifications which were submitted to Hi-Tech for quotation. In early January 2006, Hi-Tech submitted a quote in the amount of $411,607.

FISCAL IMPACT

Cost to the City will be $411,607 plus applicable taxes. Funds are available in the Fleet Equipment Replacement Account No. 020700.

RECOMMENDATION

It is recommended that Council award a contract for the purchase of one fire rescue unit to Hi-Tech Emergency Vehicle Service, Inc., in substantially the same form as the attached draft Purchase Order and its attachments and an amount not to exceed $411,607 plus tax.

Prepared by:

Elaine Wesely

Purchasing Officer

Reviewed by:

Mary J. Bradley

Director, Finance

Reviewed by:

Marvin Rose

Director, Public Works

Reviewed by:

Don Johnson

Director, Public Safety