Title
MOTION TO APPROVE THE PURCHASE OF TWO (2) 2028 E-ONE MAINLINE TM CYCLONE CUSTOM CAB/CHASSIS FIRE ENGINE/PUMPER TRUCKS FROM MATHENY FIRE & EMERGENCY, IN THE AMOUNT NOT TO EXCEED $2,128,174, PURSUANT TO SECTION 35.18(C)(3) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(3) states that “City standard, single-source and sole- source commodities or services. City standard, single- source and sole-source commodities or services are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $100,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On April 17, 2024, the City Commission approved to deem E-ONE Fire Engines as a City Standard.
2. Pursuant to the attached sole source letter from E-ONE, the manufacturer, Matheny Fire & Emergency, is the exclusive dealer for the sale of E-ONE parts and emergency vehicles in the State of Florida. Matheny Fire & Emergency represents all of E-ONE’s product lines including a full line of custom pumpers, aerials, and tankers. In addition, Matheny Fire & Emergency operates factory authorized, fully staffed service center in Ocala, Florida. They also offer mobile road service, preventative maintenance programs, and custom equipment mounting. Matheny Fire & Emergency has the only fire apparatus warranty repair center in Florida authorized to carry out repairs on E-ONE apparatus to ensure warranty compliance. Additionally, Matheny Fire & Emergency is the only authorized E-ONE service provider for non-warranty work on E-ONE apparatus and proprietary E-ONE electrical, aerial, plumbing and hydraulic systems.
3. Below are the reasons that the Fire Department decided to continue purchasing E-ONE Fire Engines and Ladder Trucks over other brands, and requested for the City Commission to deem E-ONE as a City Standard:
a. Customization: E-ONE offers a high level of customization, allowing the Fire Department to tailor the trucks to their specific needs. This includes options for different chassis and pump configurations, tank sizes, and body styles.
b. Durability and Reliability: E-ONE fire trucks are built to last, with a reputation for durability and reliability. This can result in lower maintenance costs over the life of the vehicle. The Fire Department has previously utilized Pierce and Sutphen for Fire Pumpers but has determined that E-One Pumpers are the most dependable and easy to maintain among the three brands.
c. Safety Features: E-ONE prioritizes safety, offering features such as roll-over protection systems (120K lbs. cab crush rating), advanced braking systems, and ergonomic designs to reduce the risk of injury to firefighters.
d. Support and Service: E-ONE provides excellent support and service to its customers, including initial training programs and maintenance support. Additionally, Matheny Fire & Emergency is the only local builder, providing easy access to parts and service in the State of Florida for E-ONE fire trucks. While, the Pierce manufacturing plant is located in Wisconsin, and Sutphen is located in Ohio.
e. Interoperability and Training Efficiency: Standardization of our fleet ensures that all trucks within the department have similar features, making it easier for firefighters to operate different trucks interchangeably and also reduce training time and costs.
f. Maintenance and Repair: Standardization simplifies maintenance and repair processes since mechanics only need to be familiar with a single type of truck. It can also reduce inventory costs for spare parts since parts can be shared among the standardized fleet. Having mostly E-ONE apparatus in our fleet, our mechanics are very familiar with the apparatus which reduces downtime for service and repairs.
4. The Fire Department is requesting to purchase two (2) 2028 E-ONE Cyclone Fire Engine/Pumper Trucks. The new Cyclone Fire Engine/Pumper Trucks will replace the following vehicles which have reached the end of their useful life:
|
|
|
|
|
ENGINE |
HOURS TO MILES |
AGE AT TIME OF |
|
NUMBER |
TYPE |
YEAR |
MILES |
HOURS |
EQUIVALENT |
REPLACEMENT |
|
7707 |
Fire Engine |
2008 |
97,510 |
9,711 |
320,463 miles |
20 years |
|
7710 |
Fire Engine |
2008 |
81,489 |
8,687 |
286,671 miles |
20 years |
5. The Fire Department has obtained a quote from the exclusive dealer for the sale of E-ONE emergency vehicles in the State of Florida, Matheny Fire & Emergency, as detailed below:
|
Custom Cyclone Fire Engine/Pumper Truck |
$ 1,299,823.00 |
|
Discount off MSRP 17% |
$ (218,970.00) |
|
Hose, Equipment & Service |
$ 77,750.00 |
|
Subtotal |
$ 1,158,603.00 |
|
Prepayment Discount |
$ (69,516.00) |
|
Customer Loyalty Discount |
$ (25,000.00) |
|
Total per Fire Engine |
$ 1,064,087.00 |
|
|
|
|
Total (2 Fire Engines) |
$ 2,128,174.00 |
6. Delivery will be approximately 1050 days after receipt of order.
7. A pre-payment must be received within 30 days of purchase order. If the payment is received more than 30 days after the purchase order, only simple interest discounts will apply.
8. This purchase is included in the City’s approved 5-year Capital Improvement Plan (CIP)
9. Request Commission to approve the purchase of two (2) 2028 E-ONE Mainline TM Cyclone Custom Cab/Chassis Fire Engine/Pumper trucks from Matheny Fire & Emergency, in the amount not to exceed $2,128,174, pursuant to Section 35.18(C)(3) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $2,128,174.
b) Amount budgeted for this item in Account No: There is $2,128,174 available in account # 001-529-4003-664450-0000-000-0000 (Fire Engine)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.