5.3. SR 12-07-2009REQUEST FOR ACTION
To
Ci Council Item Number
5.3.
Agenda Section Meeting Date Prepared by
Administration December 7, 2009 T. ohn Cunnin ham, Fire Chief
Item Description Reviewed by
Authorization to Advertise for Bids for Fire Department Heavy Lori Johnson, City Administrator; Tim
Rescue Vehicle Simon, Finance Director; and Mark
Thom son, Fleet Committee Chairman
Action Requested
The Elk River Fire Department is requesting authorization to advertise for bids for a new heavy rescue
truck to replace the Department's front-line vehicle.
Background/Discussion
The Department's truck committee has finalized the specifications for the new vehicle and is ready to
proceed with advertising, beginning Saturday, December 12, 2009 in accordance with State law. The
replacement of this vehicle is slated for the 2010 budget year. Due to changes in engine emissions
standards in 2010, the Department is hoping to avoid a significant price increase of approximately
$15,000 by opening bids prior to the end of 2009 as previously discussed with the Council during the
2010-2014 Capital Improvement Plan work session. A search of existing State and Federal contracts did
not produce any results based upon the Department's specifications and it will be necessary to solicit bids
through a competitive process.
The Elk River Fire Department's Truck Committee, comprised of senior staff members, officers, and
firefighters, has been meeting regularly over the past few months to develop specifications for the
replacement of Rescue 1, the Department's front line rescue vehicle. The current vehicle is over 15 years
old and is no longer suitable as a front line response vehicle to meet the Department's expanding needs
with respect to handling technical rescue incidents. One of the significant challenges of the current
vehicle is the lack of suitable, and safe, storage space to hold equipment. The design of the new truck will
provide much needed storage space to hold rescue tools, equipment, and personnel.
Currently, over 21% of the total number of emergency calls the Elk River Fire Department responds to
are rescue calls. Over the past four year period, the Department has seen a steady increase in the number
of rescue calls (in 2006, the Department responded to 69 rescue calls or approximately 15%). In many
instances, the Fire Department must rapidly extricate victims from a vehicle and provide life-saving
medical support. Due to changes in vehicle construction and technology, our personnel are encountering
new obstacles which require more specialized equipment to cut through thicker steel and sheet metal.
This truck will be the primary response vehicle for handling such incidents including protecting the many
miles of rail line that passes through the City. The vehicle will also hold the Department's rope/confined
space rescue equipment and water rescue gear. The Fire Department's current rescue truck will be
transferred to the Police Department to replace their SWAT/special operations truck.
Upon authorization by the Mayor and City Council, an advertisement for an Invitation to Bid will be
posted in the local paper on Saturday, December 12, 2009. Sealed bids will be received and opened on
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Monday, December 28, 2009 at 9:30 a.m. at City Hall. The Fire Department's Truck Committee will
review the bids and present its recommendation to the City Council in January. The Mayor. and the City
Council reserve the right to reject any or all bids or to hold bids for 45 days; or accept any bid, which, in
the opinion of the City Council, serves the best interest of the City; and to waive any minor irregularities.
The Fire Department realizes this is a very aggressive schedule but has spent considerable time in
developing specifications and an Invitation to Bid document that is thorough, complete, and will foster a
competitive bidding environment.
Due to the length of the vehicle specifications document, it has not been included in the packet. If you
would like to review these specifications, please contact me at 763.635.1105 and I will be happy to
provide a copy.
Financial Impact
The proposed 2010 Fleet CIP had originally allocated $240,000 to replace the current vehicle. After
developing vehicle specifications and meeting with a number of apparatus manufacturers, the Fire
Department's Truck Committee concluded it will cost approximately $300,000 to acquire a new rescue
vehicle. Due to the specialized nature of this vehicle and changes that occurred in national firefighting
standards in 2009, an unanticipated price increase resulted.
On Wednesday, November 18, 2009, the City's Fleet Committee unanimously agreed to adjust the 2010
CIP budget to allocate an additional $60,000 towards the purchase of the new rescue. The Fleet
Committee agreed to adjust the priority of this upcoming year's purchases by delaying some purchases
until 2011. The recommended adjusted total is $300,000 for the purchase of the vehicle in the 2010 Fleet
CIP. The overall Fleet CIP amount has not changed.
The current design and specifications currently reflect emissions standards prior to 2010. It is the
intention of the. Truck Committee to advertise and award a bid based upon the current standards in 2009
to avoid a substantial price increase in 2010. The committee is hopeful that enough inventory remains
available of pre-2010 engines to avoid any additional price increases.
The Invitation to Bid and Specifications document contains language to allow bidders to offer discounts
for prepayment (partial or full) in an effort to save money in the City's 2010 Fleet CIP. Any discounts will
be presented as options only and will be evaluated against the City's current rate of return for final
approval by the Council. An additional option for atrade-in of the Police Department's current
SWAT/special operations truck has also been included in the Invitation to Bid. All bidders are required
to submit a 10% bid bond. The successful bidder will be required to furnish a 100% performance bond.
The Truck Committee is confident that this truck will serve the Department and the City of Elk River fox
many years to come.
Attachments
• None
Action Motion by Second by Vote
Follow Up
C:\Documents and Settings\jmiller\Local Settings\Temporary Internet Files\OLK3E\City Council -Authorization to Bid (2).doc