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Home My WebLink AboutItem 04 C2751 Fire Apparatus PurchaseAGENDA ITEM SUMMARY Meeting Date: 2/16/2021 Meeting Type: Regular Meeting Staff Contact/Dept.: Chris Heppel Staff Phone No: 541-682-7100 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and Innovative Government Services ITEM TITLE: PURCHASE A REPLACEMENT FIRE AND LIFE SAFETY APPARATUS FOR FISCAL YEAR 2021 ACTION REQUESTED: Approve the purchase and authorize the City Manager to sign a purchase order for the procurement of a replacement apparatus for fiscal year 2021. ISSUE STATEMENT: Springfield Fire and Life Safety seeks to replace a 1997 Pierce fire engine that no longer meets industry standards due to its age and use by the department. ATTACHMENTS: ATTACHMENT 1: C2751 Apparatus Purchase Order DISCUSSION/ FINANCIAL IMPACT: The structural fire engine is the primary response vehicle for the fire department, responding to all emergency types and public assistance. The current fire engine utilized by the department has reached the end of its service life and is no longer in compliance with current industry standards. Through a competitive process and evaluation, Eugene Springfield Fire selected Pierce Manufacturing Inc. for purchase to replace the current fire engine. The League of Oregon Cities – Pierce Manufacturing Inc. Master Price Agreement LOC RFP #1905 is being used to purchase this apparatus. The 2020 prices included in the Master Price Agreement have been extended to February 26, 2021 for the City of Springfield. Springfield Fire and Life Safety is requesting the City of Springfield City Council approve spending funds estimated between $650,000 and $700,000 for the replacement of a structural fire engine. The apparatus is due for replacement under the normal age and mileage replacement schedule and is budgeted in Fund 713 for replacement this fiscal year. The purchase of this new apparatus is expected to reduce the likelihood of staff injuries, improve the speed of deploying fire fighting equipment (i.e. hose, ladder), and eliminate the need for an expensive elevating light system. The apparatus will have a single foam agent instead of a two-foam agent system which will align with current department operations and bring a cost savings to the department. The replaced apparatus will be surplused and added to the Apparatus Fund. The Department continues to consider safety, longevity, and value in equipment purchases to maintain industry standards and lower overall costs. Staff requests Council authorize the purchase and give the City Manager approval to sign the attached purchase agreement for the replacement of a fire engine. City of Springfield Cooperative Agreement 225 Fifth Street Purchase Order Springfield, Oregon 97477 Phone: 541-726-3622 P.O Number C2751 Fax: 541-726-3782 This purchase is placed against the following Price Agreement: State of Oregon (ORCPP) Price Agreement # NPPGov Price Agreement # Sourcewell (NJPA) Price Agreement Other: QTY UNIT PRICE TOTAL 1 701,706 701,706 1 (11,882) (11,882) 1 (6,806) (6,806) 1 (10,755) (10,755) - - - - - - - - - - - SUBTOTAL 672,263 PAYMENT DETAILS SHIPPING & HANDLING - Voucher OTHER G/L Account # TOTAL 672,263$ A/P Code # Credit Card Name CC# Exp. Authorized by Date [The P.O. number must appear on all related correspondence, shipping papers, and invoices] 713-05100-9000-7423001 350 See attached quote from Hughes Fire Equipment. DESCRIPTION Enforcer Pumper NH788 Less chassis progress payment discount Less payment upon completion @ factory discount Less 100% pre-payment discount Kelsey Hunter2/16/2021 TermsF.O.B. Point Shipped VIA RequisitionerP.O. Date #1905 Net 30Freight prepaid Attachment 1, Page 1 of 2 November 30, 2020 City of Springfield, OR One (1) Enforcer Pumper NH788 Build Location: Appleton, WI Proposal Price 701,706.00 Less chassis progress payment discount (11,882.00) Less payment upon completion @ factory discount (6,806.00) Less 100% pre-payment discount (10,755.00) Subtotal including all pre-pay discounts 672,263.00 Acceptance of Proposal: If the customer wishes to purchase the proposed apparatus Hughes Fire Equipment will provide the Customer its form of Purchase Agreement for the Customer's review and signature. If the Customer desires to use its standard form of purchase order as the Purchase Agreement, the purchase order is subject to review for any required revisions prior to acceptance. All purchase orders shall be made out to Hughes Fire Equipment Inc. Terms: Delivery: Based on Pierce's current delivery schedule the apparatus would be ready for delivery from factory within 10 to 13 months after contract execution. Delivery is subject to change pending Pierce's delivery schedule at time of order. This time does not include any possible delays that may be caused by national disasters or pandemic. Payment Terms: i. Chassis Progress Payment Discount: The chassis progress payment in the amount of $396,069.00 will be due three (3) months prior to the ready for pick up from the factory date. If elected, an invoice will be provided 30 days prior to the chassis payment due date. If payment is not made when due the discount total will be added back to the final invoice. Price Expiration: The above pricing is valid until January 31, 2021. If order is not submitted prior to that date, a 3% price increase will be required. Performance Bond: A performance bond is included in the above price and will be provided after order placement. If customer elects to remove the performance bond $1,715.00 may be deducted from the purchase price. Transportation: Transportation of the apparatus to be driven from the factory to the customer's location is included in the above pricing. However, if permits are not obtainable, due to the weight of the apparatus, and the apparatus must be transported on a flat bed, additional transportation charges will be the responsibility of the customer. We will provide pricing at that time if necessary. If customer elects to drive the apparatus from the factory, $5,000.00 may be deducted from the purchase price. If this option is elected payment in full and proof of insurance must be provided prior to leaving the factory and the customer is responsible for compliance with all state, local and federal DOT requirements including the driver possessing a valid CDL license. ii. Payment Upon Completion at Factory Discount: If elected, final payment is due prior to apparatus leaving the factory for delivery. If payment is not processed upon receipt of invoice the discount total will be required in addition to the invoice amount. b. If pre-payment discount options are not elected standard payment terms will apply: Final payment will be due 30 days after the apparatus leaves the factory for delivery. If payment is not made at that time a late fee will be applicable. a. If pre-payment discount options are elected, the following terms will apply: iii. 100% Pre-Payment Discount: If elected, an invoice will be provided upon order processing for the 100% pre-payment. Upon receipt of invoice, payment must be made within thirty (30) days. If this option is elected, the discount is in addition to the chassis progress payment discount, and the payment upon completion at the factory discount. If payment is not made when due, the above mentioned pre-payment discounts or a portion thereof, will be added back to the final invoice. Final payment, including any changes made during manufacturing, is due upon completion of the Product at the factory and prior to delivery from the factory. Consortium Purchase: The proposal price is based on the apparatus being purchased through NPPGov. This pricing is only valid until May 27, 2023 for purchase utilizing League of Oregon Cities (LOC) Master Price Agreement (MPA) for RFP No. 1905 for Fire Apparatus. It is the purchaser’s responsibility to determine if the use of consortiums meets their purchasing requirements. Inspection Trips: No factory inspection trips are included in the above pricing. Page 1 of 1Attachment 1, Page 2 of 2