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ADOPT RESOLUTION TO ACCEPT A GRANT FROM THE FEDERAL EMERGENCY MANAGEMENT AGENCY AND PURCHASE ONE AERIAL LADDER TRUCK FOR THE FIRE DEPARTMENT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Authorize the City Manager to accept a grant from the Federal Emergency Management Agency for the 2020 Assistance to Firefighters Grant in the amount of $1,181,818.18.
2. Authorize the City Manager to appropriate $118,181.82 from the Measure W Public Safety Fund balance to cover the required 10 percent of federal fund local match.
3. Authorize the City Manager to appropriate grant revenues, grant match, and expenditures in the amount of $1,300,000.00.
4. Approve findings pursuant to Stockton Municipal Code section 3.68.070 in support of an exception to the competitive bidding process.
5. Approve the use of a Cooperative Purchasing Agreement through Sourcewell Contract No. 022818 to provide the City access to preferential pricing of fire and emergency response vehicles from Rosenbauer America, LLC.
6. Authorize the City Manager to execute a contract in the amount of $1,531,875.70 with Rosenbauer America, LLC for the purchase of one aerial ladder truck.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of the resolution.
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Summary
Council approval is required to accept grant funding from the Federal Emergency Management Agency (FEMA) for the 2020 Assistance to Firefighters Grant (AFG), for the period of September 8, 2021, through September 7, 2023. The purpose of the AFG Program is to enhance the safety of the public and firefighters with respect to fire and fire-related hazards. This grant funding opportunity is for the purchase of one aerial ladder truck.
Sourcewell is a public agency based in Minnesota that issues Cooperative Purchasing Agreements to simplify the procurement process for public agencies and take advantage of volume purchasing. Use of a Cooperative Purchasing Agreement streamlines administrative costs and procedures while maintaining the integrity of the competitive bidding process. The specifications for the aerial ladder truck available through Sourcewell meet the City’s requirements for this type of equipment.
It is recommended that Council adopt a resolution authorizing the City Manager to accept a grant from FEMA (Attachment A), in the amount of $1,181,818.18, and authorize the City Manager to execute a Cooperative Purchasing Agreement through Sourcewell to purchase one EXT 100’ Viper Tractor Drawn Aerial with a Commander Custom Chassis ladder truck from Rosenbauer America, LLC using Sourcewell contract pricing, for a total amount of $1,531,875.70 (Attachment B).
DISCUSSION
Background
The Stockton Fire Department (SFD) submitted an application for grant funding from the Department of Homeland Security FEMA on February 11, 2021. This agency is responsible for the implementation and administration of the AFG Program. The purpose of the AFG Program is to enhance the safety of the public and firefighters with respect to fire and fire-related hazards. The AFG grant funding opportunity is for the purchase of one aerial ladder truck.
The City’s fleet of heavy fire equipment consists of 17 fire engines and five ladder trucks. One of six ladder trucks was destroyed in an accident on August 2, 2021. The equipment is maintained by the Fleet Division of the Public Works Department. The SFD operates the equipment and responds daily with 12 of the 17 fire engines and three of the five ladder trucks. The remaining units are in reserve status, to be used when any of the daily response units are out of service. The oldest ladder truck is a 1988 model, and the newest is a 2018 model.
The City utilizes a 15-year Heavy Fire Vehicle Replacement Plan to provide a sustainable, reliable, and cost-effective fleet of heavy fire equipment in alignment with industry standards. The National Fire Protection Association Standards for Fire Department Apparatus (NFPA 1901) suggests that replacement cycles for busy fire fleets be evaluated based on call load, maintenance costs, safety, and needed technology updates. The industry standard is between 12 to 20 years for first line response units depending on local condition, community demand, engine hours, miles driven, and maintenance costs.
At the time of the grant application, SFD and Fleet staff identified two ladder trucks that exceeded 15 years of service life and are recommended for replacement. The recommended units are, Unit No. 2108, a 1988 model, and Unit No. 2411, a 1994 model, which was destroyed in an accident on August 2, 2021 (Attachment C). Staff recommends replacement of Unit Nos. 2108 and 2411, with one new aerial ladder truck. Unit Nos. 2108 and 2411 will be decommissioned, useable equipment will be removed, and the trucks will be disposed of in accordance with Stockton Municipal Code (SMC) requirements.
Present Situation
In September 2021, SFD was notified by FEMA that the City of Stockton was awarded $1,181,818.18 in federal funds for the 2020 AFG to purchase one aerial ladder truck. The grant award has a 10 percent local fund match requirement, which equates to $118,181.82, for a total amount of $1,300,000.00.
SFD seeks Council approval to accept grant funding from FEMA (Attachment A) for the 2020 AFG for the period of September 8, 2021, through September 7, 2023. If approved, SFD will purchase one aerial ladder truck with the grant funding.
Two of our current three first line aerial ladder trucks are manufactured by Rosenbauer America, LLC. To ensure uniformity, cost savings, and a reduction in design and engineering lead times, staff recommends the purchase of one EXT 100’ Viper Tractor Drawn Aerial with a Commander Custom Chassis ladder truck from Rosenbauer America, LLC using Sourcewell contract pricing, for a total amount of $1,531,875.70 (Attachment B). The remaining balance of $231,875.70 needed to complete the purchase will be funded from the Fleet Internal Service Fund.
Sourcewell is a public agency based in Minnesota that issues Cooperative Purchasing Agreements to simplify the procurement process for public agencies and take advantage of volume purchasing. Use of a Cooperative Purchasing Agreement streamlines administrative costs and procedures while maintaining the integrity of the competitive bidding process. The use of the contract is optional and is available to California State and local government agencies. The specifications for the aerial ladder truck available through Sourcewell meet the City’s requirements for this type of equipment.
It is recommended that Council adopt a resolution authorizing the City Manager to accept a grant from FEMA, in the amount of $1,181,818.18, and authorize the City Manager to execute a Cooperative Purchasing Agreement through Sourcewell to purchase one EXT 100’ Viper Tractor Drawn Aerial with a Commander Custom Chassis ladder truck from Rosenbauer America, LLC using Sourcewell contract pricing, for a total amount of $1,531,875.70.
Findings
Pursuant to SMC section 3.68.070, Council may approve findings which support an exception to the competitive bidding process. These findings include:
1. Sourcewell established a Cooperative Purchasing Agreement for the purchase of fire and emergency response vehicles with Rosenbauer America, LLC.
2. The Rosenbauer America, LLC Cooperative Purchasing Agreement was established pursuant to formal competitive bidding processes conducted by Sourcewell on behalf of its governmental members, of which the City is one.
3. Taking advantage of the leveraged procurement agreement negotiated by Sourcewell will save the administrative expense of City staff conducting separate procurements.
4. The specifications for the replacement equipment available through the Sourcewell contract meet the City’s requirements for their equipment type.
FINANCIAL SUMMARY
To meet the 10 percent local fund match requirement of the FEMA 2020 AFG, staff recommends the appropriation of $118,181.82 from the Measure W Public Safety Fire Fund Balance (200 Fund) to Fire Department Special Grant Account No. 4020-000-500100-280-281-20-40-000-000 to cover the required 10 percent local fund match.
The grant amount breakdown is as follows:
Federal share $1,181,818.18
City match requirement (10% of federal fund local match) $ 118,181.82
Total Grant Amount $1,300,000.00
To complete the aerial ladder truck purchase, the remaining $231,875.70 will be funded from the FY 2021-22 Fleet Equipment Acquisition Fund, Account No. 4530-718-800004-500-000-00-45-000-000.
Funding breakdown:
Federal contribution $1,181,818.18
City match requirement (10% of federal fund local match) $ 118,181.82
Fleet Equipment Acquisition Fund $ 231,875.70
Total Funding $1,531,875.70
With the acceptance of $1,181,818.18 of the FEMA 2020 AFG, the appropriation of $118,181.82 in federal fund grant match by the City, and $231,875.70 from the Fleet Equipment Acquisition Fund, there is sufficient funding available to purchase one EXT 100’ Viper Tractor Drawn Aerial with a Commander Custom Chassis ladder truck from Rosenbauer America, LLC, for a total amount of $1,531,875.70.
Attachment A - FEMA Grant Award Letter
Attachment B - Rosenbauer America, LLC Quote
Attachment C - Equipment Replacement List