5.2. SR 01-04-2010tti®n ~ ueste
The Ells River Fire Department is requesting Council authorization to proceed with the purchase of a
new heavy rescue vehicle from Pierce Manufacturing to replace the department's current frontline truck.
The total purchase price is $299,2G3.G4, which includes a prepaid discount from the manufacturer and
optional equipment.
a~ck r®un! iscussi®n
Upon receiving authorization from the City Council on Monday, December 7, 2009 to advertise for bids
for• a new heavy rescue vehicle, an Invitation to Bid was published and issued on Saturday, December I2,
2009. Complete bid packages were subsequently .requested and sent to five ~5} apparatus vendors
including Custom Fire, Fire Safety USA ~E~One}, Hackney Emergency Group, Clarey's Safety Equipment
Pierce Manufacturing}, and Rescue 1.
As specified in the Invitation to Bid, bids were due and opened at 09;30 AM CST on Monday, December
28, 2009, One ~l} bid was received and opened from Pierce Manufacturing in the amount of X299,995.00
excluding discounts and optional items}, A second bid pacl~age was received after the published deadline
which was subsequently rejected in accordance with the Terms and Conditions of the Invitation to Bid
and returned to the bidder,
The Fire Department has reviewed the submitted bid to assure adherence to the published invitation to
Bid and specifications document, A thorough review of the submitted bid did not reveal any major
discrepancies and Pierce Manufacturing has proposed a truck that will meet the specifications as
published. The Fire Department is recommending that the City Council accept the bid from Pierce
Manufacturing. The bid meets all federal safety standards, National Fire Protection Association ~NFPA}
requi~•ements, noise level requirements, and standards mandated by OSHA, Despite only receiving one ~1}
qualified bid, the Fire Department believes the proposal from Pierce Manufacturing will meet the needs
and requirements of the City for many years to come. Pierce has a positive history with the City of Elk
River with respect to price, performance, reliability and customer service.
In an effort to help ensure the price of the vehicle came within the approved budgeted amount, a number
of optional items were included as part of the Invitation to Bid. In consideration of prepaying for the
entif.•e purchase of the vehicle, Pierce is offering the City a discount of ~10,75G.3G 3.59%}.The Fire
Department, in consultation with the Finance Director, is recommending that the City tale advantage of
this discount and utilize the discount to purchase some of the optional items included in the Invitation to
Bid. These items include a 15,000 pound winch, FireCom communications system/headsets, fire inflation
system, and electric and air hoses, Since these items wall beincluded/installed as part of the construction
process at the factory, the Fire Department anticipates a savings compared to if the items were
purchased/installed by the City at a later date, The optional equipment selected is ~10,025.D0.
I will be present at the January 4, 2010, City Council meeting to answer any questions that you ox the
public may have. If you have any questions prior to the meeting, please do not hesitate to call me at ~7G3}
G35-1105, Due to the length of the bid submitted, I did not include a copy but will be happy to provide
one upon request,
i~anc~a~ ~r~pact
There is $300,DD0 budgeted in 2010 Fleet CIP which is funded from the equipment replacement fund for
the purchase of this vehicle, The Fare Department estimates the City has saved approximately ~15,OOD -
~25,000 by issuing the Invitation to Bid in 2009 due to federal engine emissions standards changing in
2010.
Below is a summary of the bid submitted by Pierce Manufacturing:
Base Vehicle Price; $299,995.00
Pre-Payment Discount X3.59%~~; ~$10,75G.3G~
Optional Items to be Included: ~10,025.D0
Total Purchase Price: ~299,2G3.G4
* The Finance Director has confirmed that there is sufficient funding to prepay for the vehicle out of the
equipment replacement fund to take advantage of the discount.
t~achm~ns
® None
C~I~~1 Motion by Second by Vote
~l1®