Fort Walton Beach Council agenda — 04-26-11 regular — reading text

Fax# ( 850) 484 -8596 Paul Eubanks www.jerrypate.com Quote 143 Hollywood Blvd NW Fort Walton Beach, FL 32548 Prepared By: Tony Morris, SCPS Ph #] c 850 -393 -4556 Fax #] tmorris aierrvpate.com E E Customer Acct #] oeubanks() fwb.orQ U w Per your request, I am pleased to submit a proposal on the following equipment: rfIanaaan(a)fwb. org d Qty Model # Description Unit Price Extension c as 1 30344 Toro Groundsmaster 3280 -D, 2wd 17, 712. 07 $ 17, 712. 0 c_ 1 30368 72" Side Discharge Deck m 1 30398 Milsco Seat m 1 30312 Mechanical Seat Suspension L 1 o 24- 5790 -01 35 lb Rear Weight U 2 3253 -7 t 0 2 325 -8 Equipment Subtotal $ 17, 712. 0 Destination Fee $ - xo> N n Total 17, 712. 0 m Oy y co URI O L 0 I- O 0 To accept this proposal, sign here and return: Date: Thank you. we appreciate your business! o s  City Council of Fort Walton Beach FIRE MEMORANDUM To: Robert T. Mearns, City Manager From: Mike Dutton, Fire Chief Date: April 26, 2011 Subject: Award RFP 11 - 013 - Ladder Truck 1. BACKGROUND: 1. 1. Through careful evaluation of critical indicators, fire department staff has determined that replacement of the city's current ladder truck is recommended. Replacement is based on findings in the following areas: 1. 1. 1. The current ladder truck has been in continual service for 15 years and now routinely experiences maintenance issues with its motor, transmission, and water pump. The department uses the truck as a ladder, engine, and rescue response vehicle. 1. 1. 2. The current ladder truck was purchased in 1996 at a cost of $315, 000. Over the past 10 years, the city has expended over $ 232,490 or 74% of the original purchase price in maintenance and repair costs. 1. 1. 3. The dependability of the current ladder truck is questionable. Dependability is the most important element in determining a fire truck's readiness and the current ladder truck has experienced failures on several different incidents over the past few months. 2. DISCUSSION: 2. 1. The city posted Request for Proposal 11 -013 on March 14, 2011 for one heavy duty 75' aerial ladder truck. 2. 2. A mandatory pre -bid conference was held on March 22, 2011 with three vendors attending; Sunbelt Fire ( E -One), Ten -8, Inc.( Pierce), and Ferrara Fire Apparatus, Inc. 2. 3. Sealed proposals were accepted until April 7, 2011, with two vendors responding; Sunbelt Fire and Ten -8 Inc. Sunbelt Fire proposed a base truck price of $625, 684 with no options or firefighting equipment. Ten -8, Inc. proposed a base truck price of $718, 956 with no options or firefighting equipment 2. 4 Proposals were reviewed by the Ladder Truck Selection Committee and, mainly based upon price, technical approach and capabilities, warranties and service, selected Sunbelt Fire as the top ranked vendor on April 11, 2011. 3. FINANCIAL INFORMATION: 3. 1. Financing for the purchase of the Ladder Truck will be via the issuance of the Capital Improvement Revenue Note, Series 2011, as approved by City Council on April 12, 2011. 3. 2. The estimated annual debt service payment is $ 77, 504, of which $ 48, 497 is included in the current year budget. The additional debt service, approximately 29K, will require allocation during the FY 2011 - 12 budget process. DOC ID: 1238 D Page 1  RESOLUTION ( ID # 1238) 3. 3 An additional maximum of $ 74, 000 is being requested for the purchase of manufacturing options and essential fire and rescue equipment that is currently not available or to replace worn and unreliable equipment that is being utilized on the current ladder truck. The new equipment will go into service with the new ladder truck and existing equipment will be placed in reserve status or completely removed from service. 3. 3. 1 Manufacturing options include the purchase of compartment shelving, roll -out trays, pull -out tool boards, and additional hose trays and discharges. All options are intended to improve firefighter safety, increase equipment carrying capacity, and increase efficiency when manpower resources are limited. 3. 3. 2 Purchase and replacement of fire and rescue equipment includes multiple capital items such as ventilation saws, rescue saws, hydraulic vehicle extrication equipment ( Jaws of Life), and emergency medical equipment. New fire hose and various hand tools and equipment are also in need of replacement. 3. 3. 3 Specific items and prices are included in the backup material in the Proposal from Sunbelt Fire" document. 4. RECOMMENDATION: 4. 1. Pursuant to City of Fort Walton Beach Code of Ordinances and the Purchasing Policies and Procedures, staff requests City Council authorization to award Request for Proposal 11 -013 for one heavy duty 75' aerial ladder truck to Sunbelt Fire of Fairhope, Alabama, and allow staff to enter into negotiations with the vendor for a base ladder truck proposed in the amount of $625, 684. 4. 2. Staff also requests City Council authorization to negotiate a maximum of $74, 000 in manufacturing options and needed firefighting equipment included in the Sunbelt Fire Proposal. The total amount for the new ladder truck and associated fire and rescue equipment shall not exceed $ 699, 684. ATTACHMENTS: Proposal from Sunbelt Fire ( PDF) Ladder Truck Specs Final( DOC) 10 -Year Vehicle Maintenance Costs ( XLS) Sec 07 - Bid Tab - RFP 11 - 013 Aerial Ladder Truck - SUMMARY OF PROPOSAL SCORES ( XLS) SIGNATURE BLOCK: Mike Dutton Completed 04/ 19/ 2011 1: 35 PM Finance Completed 04/ 19/ 20113: 25 PM. Carole Jones Completed