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HomeMy WebLinkAboutRes2012-031 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -031 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING THE PURCHASE OF ONE PUMPER FIRE APPARATUS FROM SPENCER MANUFACTURING INC. IN THE AMOUNT OF $406,167.00 AND FROM PROCOMM ALASKA ONE MOTOROLA MOBILE RADIO AND ADAPTER IN THE AMOUNT OF $4,246.00 AND APPROPRIATING THESE FUNDS FROM THE MOTOR POOL INTERNAL SERVICE FUND WHEREAS, the Seward Fire Department responds to a variety of emergencies in the community; and WHEREAS, the current apparatus (Engine 4) being used for emergency response is over thirty years old; and WHEREAS, the city mechanics have stated this vehicle is no longer economically feasible to maintain; and WHEREAS, emergency vehicles need to meet a national standard to respond to fire, rescue and other duties that the current vehicle can not meet; and WHEREAS, it is more cost effective for the City of Seward to purchase the communication equipment for the vehicle than the manufacturer; and WHEREAS, the Seward Fire Department has sufficient funds in the Motor Pool Retained Earnings fund to purchase said vehicle, as it was budgeted for FY 2012. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. Competitive procurement procedures for the purchase of the vehicle described above have followed the procedures outlined in the purchasing code 6.10. Article 3. Section 2. Three responses were received, but only one actual Bid Proposal was received from emergency vehicle dealers specializing in this type vehicle; providing specifications and price quotes for the vehicle. Section 3. Spencer Manufacturing Inc. provided the best value while meeting the specifications of the Fire Department, for current and anticipated future needs and staying within our budget. Section 4. The City Manager is hereby authorized to sign a contract to purchase from CITY OF SEWARD, ALASKA RESOLUTION 2012 -031 Spencer Manufacturing Inc. one Pumper Fire Apparatus as specified in the RFP documents and appropriate an amount not to exceed $406,167.00. Section 5. The City Manager is authorized to approve the purchase of a Motorola XTL 2500 mobile radio and adapter cable for the installed intercom system from ProComm Alaska in the amount of $4,246.00. Section 6. The total amount for the vehicle and radio equipment shall come from the Motor Pool Internal Service Fund 102- 1020 -5930. Section 7. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14 day of May, 2012. THE CITY OF SEWARD, ALASKA *N 41(.- David Seaward, Mayor AYES: Valdatta, Bardarson, Keil, Casagranda, Shafer, Terry, Seaward NOES: None ABSENT: None ABSTAIN: None ATTEST: . / /L " ohanna Kinney City Clerk OA OF S " "''� +,* (City Seal) •' pc,, • . 4, 2 • .- -- a SEAL v S — ;, • • '. OF ASP o•` Agenda Statement Meeting Date: May 14, 2012 e a°F stk. To: City Council Through: James Hunt, City Manager qt P From: David Squires, Fire Chief Agenda Item: Purchase of a Pumper Fire Apparatus (2012 project) BACKGROUND & JUSTIFICATION: Council authorized the purchase of a Pumper Fire Apparatus in the 2012 Motor Pool budget in an amount not to exceed $450,000. The vehicle being replaced is the 1982 Ward Pumper that no longer meets the national standard on fire apparatus and is in poor body condition. The new apparatus will allow the fire department to provide a better level of service and will become a primary response vehicle for mutual aid calls. The Fire Department requested to use the RFP process on February 8th and the City Council was informed of this on March 12, 2012. The request for proposals was advertised in the Anchorage Daily News on March 26 & April 1 All proposals were required to be submitted to the City Clerk by 5 pm on April 19, 2012. All proposals received were opened on April 20, 2012. Three responses were submitted, however only one submitted a proposal. The proposal came from Spencer Manufacturing Inc. ( "Spencer Mfg. ") of South Haven, Michigan. The proposal price is $398,413.00 without options. Spencer Mfg. was awarded the contract for the pumper and rescue vehicles in 2009. The City has had a positive working relationship with this company. Fire Department staff requests consideration of an additional $12,000 for options that will increase the safety and life of the vehicle. The vendors were requested to separate out options that could be considered if our budget allowed it. Also we need to install a Motorola radio in the vehicle; this is in the specifications however it is more cost effective for the City to purchase the radio than the manufacturer. The radio would be purchased from ProComm Alaska for a total of $4,246. This will bring the total cost of the vehicle to $410,413 which is less than the budget. INTENT: Intent is to purchase a new Pumper Fire Apparatus with specialized equipment and additionally purchase a mobile radio from Motorola through ProComm Alaska. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): x 2. Strategic Plan (document source here): x Other (list): 3. John Bird Study x For vehicle replacement schedule 4. 2012 2013 Budget x FISCAL NOTE: The Fire Department contributes to the Motor Pool Fund to pay for replacement of emergency equipment. The finance department will issue a Request for Proposals to obtain financing for this new fire truck. At an estimated interest rate of 4.0% or less, annual payments for this apparatus are estimated at $65,749 over seven years, at an estimated interest cost of $49,829. Alternatively, the City Council may prefer to pay for the apparatus outright, without financing, to save interest costs. The current cash balance in the Motor Pool Fund at May 7, 2012 is $825,000; the 2012 Budget anticipates a balance at 12/31/2012 of $1.18 Million (assumes the apparatus is financed rather than purchased outright). Approved by Finance Department: ∎e 2 J>lAclu: RECOMMENDATION: City Council approve Resolution 2012 - 63 1 Approving the award and authorizing the City Manager to sign a contract for the purchase one Pumper Fire Apparatus from Spencer Manufacturing Inc. of South Haven, Michigan; subject to obtaining financing, in an amount not to exceed $406,167 and from ProComm Alaska one Motorola XTL 2500 mobile radio with interface cable, in the amount of $4,246 and appropriating the total amount of $410,413 from the Motor Pool Internal Service Fund.