Title
MOTION TO APPROVE THE PURCHASE OF ONE (1) FIRE ENGINE / LADDER TRUCK FROM REV RTC D/B/A HALL-MARK RTC, IN THE AMOUNT NOT TO EXCEED $1,309,431.25, UTILIZING PRICING ESTABLISHED IN THE AGREEMENT RESULTING FROM THE FORMAL SOLICITATION IFB# FI-19-01 "FIRE ENGINE / LADDER TRUCK".
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.15 defines an Invitation for Bid as “A written solicitation for competitive sealed bids with the title, date and hour of the public bid opening designated therein and specifically defining the commodities or services for which bids are sought. The invitation for bid shall be used when the city is capable of specifically defining the scope of work for which a service is required or when the city is capable of establishing 15 precise specifications defining the actual commodities required. The invitation for bid shall include instructions to bidders, plans, drawings and specifications, if any, bid form and other required forms and documents to be submitted with the bid.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- 35.18(A) states, "A purchase of or contracts for commodities or services that is estimated by the Chief Procurement Officer to cost more than $25,000 shall be based on sealed competitive solicitations as determined by the Chief Procurement Officer, except as specifically provided herein."
- Section 35.19 of the City's Code of Ordinances is titled "SEALED COMPETITIVE BIDDING PROCEDURE."
- Section 35.19(A) states "All sealed competitive solicitations as defined in § 35.18 shall be presented to the City Commission for their consideration prior to advertisement."
- 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 $25,000, 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 August 21, 2019, the City Commission awarded FI-19-01 "Fire Engine / Ladder Truck" to REV RTC d/b/a/ Hall-Mark RTC and authorized the purchase of one (1) fire ladder engine/ ladder truck for the 2019-2020 budget year while also entering into a three (3) year agreement, through June 3, 2022, that would allow for the Fire Department to buy additional fire engine / ladder trucks in future years, if needed.
2. The purpose of this purchase is to provide the Fire Department with a Fire Engine / Ladder Truck that will meet their current needs at the specified cost at the discretion of the City Manager and with the approval of City Commission.
3. The Fire Department has included in their 2021-2022 fiscal year budget, the replacement of one (1) fire engine / ladder truck. The new fire engine / ladder truck will replace a 1998 E-One Ladder Truck, vehicle # 7762, which has reached the end of its useful life, and will be sent to surplus.
4. Request Commission to approve the purchase of one (1) fire engine / ladder truck from REV RTC d/b/a/ Hall-Mark RTC, for a cost of $1,309,431.25, utilizing pricing established in the agreement resulting from the formal solicitation FI-19-01 “Fire Engine / Ladder Truck".
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $1,309,431.25
b) Amount budgeted for this item in Account No: $1.3 million is available in account # 1-529-4003-664067-0000-000-0000 (Ladder Truck).
c) Source of funding for difference, if not fully budgeted: $9,432 will be transferred from account # 1-529-4003-664440-0000-000-0000 (Fire Apparatus - Refurbish) to account # 1-529-4003-664067-0000-000-0000 (Ladder Truck).
d) 5 year projection of the operational cost of the project Not Applicable.
e) Detail of additional staff requirements: Not Applicable.