CC MEETING: July 12, 2016
DATE: June 30, 2016
TO: Leonard Martin. City Manager
FROM: Gregg Salmi, Assistant Fire Chief
Carl W. Shelton, Fleet and Facilities Director
Vince Priolo, Purchasing Manager
Title
Consider Approval Of The Purchase Of One Replacement 100’ Aerial Ladder Truck From Hall Buick, Pontiac, GMC (A Ferrara Fire Apparatus Dealer) Through An Interlocal Agreement With BuyBoard In An Amount Not To Exceed $1,187,643.
Body
BACKGROUND:
This agenda item is for the purchase of a replacement 100’ aerial ladder truck for Carrollton Fire Rescue. The current aerial ladder (Truck 112) is being retired per Fleet’s policy on age, hours and maintenance. A $200,000 trade-in allowance for existing Truck 112 is being given by Ferrara, thus the purchase price is $1,187,643 for the new rig.
For competitive purposes, quotes were obtained from the following:
BuyBoard - $1,187,643
HGAC - $1,188,143
The purchase will be through BuyBoard in an amount not to exceed $1,187,643, which includes a 1.75% contingency allowance of $20,784 to cover any unexpected changes required during the extensive build process. The contingency funds would be used to cover safety improvements, factory design change requirements and/or other compliance change orders.
The normal replacement life cycle for an aerial ladder apparatus is 11 years. Existing Truck 112’s replacement date is May 1, 2017, at which time the rig will be fully depreciated. Truck 112’s chassis and ladder platform, a 2005 demo unit, was built by Spartan Motors. The body was built by Ferrara Fire Apparatus. This ladder truck has been a maintenance burden since the unit was placed in service in April 2006. For fiscal years 2011 through 2015 the unit was out of service for 14,244 hours (yearly average equates to 2,848.8 hours or 32.52% of the time). The lifetime maintenance cost, through the first quarter of FY16, is $348,973. Issues during the rig’s service life included repetitive chassis cross member failures; numerous chassis electrical issues; parts obsolesce of some of the chassis accessories which were added prior to Carrollton ownership; chassis engine has been discontinued and the phasing out process has started; reduced parts availability and cost increases of replacement parts; ladder platform hydraulic issues; and chassis air conditioning problems. The rig’s downtime, maintenance costs and most importantly negative service level impacts (being out of service for extended periods) support immediate replacement.
In preparation for the replacement of Truck 112, the staffs from Centerra and CFR contacted representatives of the following manufacturers of aerial ladder apparatus: EOne; Ferrara; KME; Pierce; Rosenbauer; Spartan; and Sutphen in order to evaluate each company’s aerial ladder products. Items considered were cost, past performance, sales experience, service after the sale, service locations, warranty, and HGAC/BuyBoard pricing capability. Discussions were conducted with representatives of each manufacturer along with extensive product reviews. Interviews with existing fire agency customers as well as site visits to see the different apparatus firsthand, were conducted by the apparatus evaluation team before reaching a unanimous decision on the selection of Ferrara Fire Apparatus as the manufacturer. Unlike current Truck 112, this apparatus will be built by a single manufacturer. Spartan Motors will not be part of the build process.
Current apparatus build time for a new Ferrara aerial ladder truck is estimated at 300 days after award of the contract. This replacement for Truck 112 will be funded from the Fleet Replacement Fund. A budget amendment will be required to move money into the 2016 Fleet Replacement budget and will be included as a separate agenda item.
The replacement aerial ladder truck will be purchased through the City’s interlocal agreement with BuyBoard. This interlocal agreement meets all State of Texas competitive bidding requirements. Texas law authorizes this process so that the City can save the time of developing specifications and avoid the duplication of the competitive bidding process.
FINANCIAL IMPLICATIONS:
The equipment will be purchased from budgeted funds from the account and amount listed below:
COST CENTER LINE ITEM BUDGET AMOUNT
Fleet Replacement Capital Equipment $1,187,643
IMPACT ON COMMUNITY SUSTAINABILITY:
This replacement aerial ladder truck will help ensure that Carrollton’s citizens and visitors are receiving a high quality of fire and rescue service and will reduce major maintenance and repair costs being experienced with the existing aerial ladder truck.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends City Council approval to purchase a replacement 100’ aerial ladder truck from Hall Buick, Pontiac, GMC (a Ferrara Fire Apparatus dealer) through an interlocal agreement with BuyBoard in an amount not to exceed $1,187,643.