SR-12-10-2013-3HFW
City of City ' i Report
Santa Monica'
City Council Meeting: December 10, 2013
Agenda Item: 3H
To: Mayor and City Council
From: Scott Ferguson, Fire Chief
Subject: Purchase of One Air / Light / Rescue Utility Truck
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Emergency Vehicle Group, Inc., a California -based company, in
an amount not to exceed $720,000 for the purchase and delivery of a Rescue Utility
truck.
Executive Summary
In June 2013, the City solicited Request for Proposals for the purchase of one new Air /
Light / Rescue Utility truck. Due to a lack of responses, the City solicited Request for
Proposals for a second time in September 2013 to ensure a fair competitive process.
The second Request for Proposal solicitation included revised specifications, which
were more flexible than the previous. Even with the revised specifications, only one
bidder submitted a proposal. Staff recommends Emergency Vehicle Group, Inc. as the
best bidder for the purchase and delivery of the vehicle in an amount of $720,000. The
purchase would replace the existing Rescue Utility vehicle that is approaching the end
of its useful life.
Discussion
The City replaces heavy Fire apparatus vehicles that have reached the end of their
useful life through the Fire Vehicle Replacement Program within the Capital
Improvement Program. The Rescue Utility designated for replacement is a 1994
vehicle currently being used by the City of Santa Monica Fire Department for
emergency responses. The Rescue Utility is reaching the end of its useful life with rising
repair cost and decreasing reliability.
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Vendor Selection On June 3, 2013, the City published a Notice Inviting Requests for
Proposals (RFP) to furnish and deliver one Air / Light / Rescue Utility truck built
according to detailed specifications developed by the Fire Apparatus technical working
committee, comprised of Firefighters and City Mechanics. The specifications in the
request for proposal outlined the need for an emergency vehicle apparatus designed for
Santa Monica's unique environment able to withstand the continuous use and wear
encountered in providing urban area emergency service. Among the specifications for
the vehicle, notable requirements included:
® Housing for a high capacity/ high - pressure air compressor. The compressed air
is used to fill firefighter air bottles. It is also used to supply air to firefighters is a
confined space. The RFP specified the need for air compression on this vehicle.
• Exterior aluminum formed body type instead of the use of extrusions in vehicle's
construction. An aluminum formed body type is consistent with other heavy
apparatus vehicles used by the Santa Monica Fire Department and is repairable
by a majority of body repair shops. Experience indicates, over the long term,
aluminum formed body type is more durable and reduces the possibility of stress
fractures, in turn reducing repair costs and time out -of- service.
® Cab and chassis specifications for a Spartan Gladiator model, although a custom
cab /chassis was also deemed be acceptable with the approval of the Santa
Monica Fire Department. Spartan Gladiator Model was the cab selection of the
committee based on their evaluation of what was available in the market.
According to purchasing data, 405 vendors were notified of the opportunity to respond
to the Request for Proposals. Thirty -five vendors downloaded the proposal
requirements and specifications. Proposer's questions were answered with an
addendum posted on June 25, 2013. One complete proposal was received on July 12,
2013 as well as two No Bid responses.
On September 24, 2013, the City published a second Notice Inviting Requests for
Proposals to furnish and deliver one Air / Light / Rescue Utility truck. Specifications
from the previous request for proposal were revised to allow for more flexibility on
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certain specifications. Formed or extruded body types became eligible. The "no
exception" stipulation was also removed from numerous specifications.
According to purchasing data, during the second issuance of the Request for Proposals,
514 vendors were notified of the opportunity to respond to the Request for Proposals.
Twenty -nine vendors downloaded of the proposal requirements and specifications.
Proposer's questions were answered with an addendum posted on October 10, 2013.
One complete proposal was received on October 24, 2013. All vendors that downloaded
the specifications were contacted requesting feedback reasoning for not participating in
the bid solicitation. One No Bid stated, it was due to their current factory production
capacity and the two others indicated they were unable to meet the specifications.
The bid was evaluated based on the price, product availability, selection, quality of
material, and compliance with City specifications. Based on these criteria Emergency
Vehicle Group, Inc. is recommended as the best bidder to provide the specified vehicle
in accordance with City specifications.
Financial Impacts & Budget Actions
The contract to be awarded to Emergency Vehicle Group, Inc. is for an amount not to
exceed $720,000. Funds are available in the FY2013 -14 Capital Improvement Program
budget in account C010170.589000.
Prepared by: Bruce Davis, Deputy Fire Chief
Approved:
Forwarded to Council:
Scott F guson Rod Gould
Fire Chief City Manager
Reference:
Contract No. 9843
(CCS)