To: MAYOR AND CITY COUNCIL
From: TED SEMAAN, PUBLIC WORKS DIRECTOR
TITLE
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APPROVE THE SALES ORDER UPDATE TO MODIFY THE EXISTING AGREEMENT WITH SEAGRAVE FIRE APPARATUS, LLC FOR THE SOLE SOURCE PURCHASE OF A SECOND SEAGRAVE FIRE ENGINE FOR AN AMOUNT NOT TO EXCEED $1,143,254
ADOPT BY 4/5THS VOTE AND BY TITLE ONLY RESOLUTION CC-2309-091, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AUTHORIZING A 2023-2024 FISCAL YEAR BUDGET MODIFICATION TO APPROPRIATE $108,826 FROM THE VEHICLE REPLACEMENT FUND TO THE PUBLIC WORKS 2023-2024 FISCAL YEAR OPERATING BUDGET TO FUND THE PURCHASE OF FIRE DEPARTMENT APPARATUS (PUMPER)
ADOPT BY 4/5THS VOTE AND BY TITLE ONLY RESOLUTION CC-2309-090, A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDONDO BEACH, CALIFORNIA, AUTHORIZING A 2023-2024 FISCAL YEAR BUDGET MODIFICATION TO APPROPRIATE $34,428 FROM THE EMERGENCY COMMUNICATIONS FUND TO THE POLICE DEPARTMENT 2023-2024 FISCAL YEAR OPERATING BUDGET TO PURCHASE NEW FIRE ENGINE MOBILE RADIOS FOR THE NEW PUMPER
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EXECUTIVE SUMMARY
The Redondo Beach Fire Department (Department) requests funding for the sole source purchase of a new fire engine from Seagrave Fire Apparatus, LLC (Seagrave) at a cost of $1,143,254 to replace a front-line unit that will, in turn, be used as a relatively new and capable reserve/standby engine. Execution of the proposed agreement would complete the second Seagrave Pumper purchase approved by the City Council in the past year and has been identified to accelerate the Fire Department’s transition of the current front-line Unit #116 Pierce Arrow XT Pumper (2015) to reserve status. The City is benefitting from another local jurisdiction’s decision to cancel a large Seagrave Engine Order. Seagrave’s vehicle surplus has allowed the City to obtain replacement fire engines, at a competitive price and in less than 12 months, that would normally take 36 to 48 months to design, build, and deliver.
BACKGROUND
City Council included an appropriation of $1,000,000 for the purchase of a new Seagrave fire engine in the FY 2023-24 approved budget. If approved, the new engine will replace Unit #116, a Pierce Arrow XT Pumper (2015) and move that unit into the reserve fleet. This action will further improve the reliability and functionality of the reserve fleet which is frequently used to replace front-line units when they are taken out of service for regular maintenance. To simplify the process, Seagrave is processing the purchase of the second engine as a change order to the original Agreement, which was approved as a sole source purchase on March 21, 2023 with expected delivery in November of this year. The total cost for the second engine is $1,143,254.
Market conditions and material costs have made the current cost to purchase the second engine $67,683 greater than the engine purchased in March. This increase is detailed in the attached materials breakdown and includes $34,428 for mobile radios that were not needed for the prior purchase, which was outfitted with existing mobile radios. The projected delivery date for the new unit is approximately 1-year (360 calendar days) from the receipt of the signed Change Order and Purchase Order.
The acquisition of a new fire engine from Seagrave Fire Apparatus requires budget resolutions appropriating an additional $108,826 of funding from the Vehicle Replacement Fund (VRF), and $34,428 from the Emergency Communication Fund (ECF) for new mobile radios.
The Fire Department and Public Works Department recommend the City Council approve the proposed change order to the March 21, 2023 sole source purchase to facilitate the accelerated acquisition of the apparatus, along with the two budget Resolutions to provide the additional funding needed to complete the purchase. The proposed action will address the Fire Department’s current fleet needs and stabilize the apparatus inventory for years to come.
COORDINATION
The Redondo Beach Public Works Department coordinated with the Fire Department to pursue the apparatus acquisition and the Financial Services Department to facilitate procurement. The Agreement and Resolutions were approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The total cost of the Pumper is $1,143,254. Of this amount, $1,000,000 of funding was approved by the City Council as part of the FY 2023-24 budget adoption. Additional appropriations of $108,826, from the Vehicle Replacement Fund, and $34,428, from the Emergency Communications Fund, are recommended for approval to cover the final vehicle cost and to pay for new mobile radios.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Change Order - Seagrave Sales Order Update
• Reso - #CC-2309-091 Budget Modification Appropriating $108,826 from the Vehicle Replacement Fund to the Public Works Operating Budget
• Reso - #CC-2309-090 Budget Modification Appropriating $34,428 from the Emergency Communications Fund to the Police Department Emergency Communications Operating Budget
• Seagrave Price Extension, August 30, 2023
• Derotic Authorized Seagrave Dealer Memo
• Agmt - Seagrave Purchase Agreement, March 21, 2023
• City Council Admin Report - March 21, 2023