HomeMy WebLinkAboutCOW 2018-02-12 Item 3B - Purchase - Fire Department Apparatus COUNCIL AGENDA .SYNOPSIS
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ITEM INFORMATION
STAFF SP0NS(�)R:JAY C. WITTWER 02/12/18
Ac;I:NI�,�r1I�,N1'I'rrla; Fire Department Apparatus Purchase Utilizing HGAC Buy Interlocal Contract.
C:;xrl1 "G()RY ® Dixcusxion ®lkfotion ❑ Resolution ❑ Ordinance ❑ Bid.ward ❑ Public Ilearin� ❑ Other
Altg Date 02/12/18 Mtg Date 02/20/18 M/g Dale Al,�!bale Mtg Date l7/g Date tlltg Date
SPONS0 R ❑Council ❑Alayor ❑HR ❑DCD ❑.Finance ®llire ❑lS ❑P&R ❑Police ❑PIV [:]Court
SPONSOWS FD Administration is asking for Council to approve the purchase of fire apparatus, two fire
SuitiImL\IRy engines/pumpers and one aerial ladder truck. Purchase to be funded by the 2017-2036
Public Safety Bond, utilizing existing HGACBuy Interlocal Contract for Cooperative
Purchasing, ILC No.:13-3364, City of Tukwila Contract # 13-027, approved by Council on
01/22/13, and subject to automatic renewal.
1w ❑ C.O.W. Mtn;. ❑ CDN Comm ❑ Finance Comm. ® Public Safety Comm.
Trans &Infrastructure ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATI,': 02/05/18 COMMITTEE C7AIR: HOUGARDY
RECOMMENDATIONS:
SPONSM/ADMIN. Fire Department
CO INIM I"""t" Unanimous Approval; Forward to Committee of the Whole
COST IMPACT / FUND SOURCE
E,X1)1;N1)I'I'URI,;RFQUIRI,'D AMOUNT BUDGETED APPROPRIATION REQUIRED
$3,093,285.30 $3,200,000.00 $
Fund Source: 2017-2036 PUBLIC SAFETY BOND
Comments: Under Equipment and Apparatus-See attached spreadsheet for details.
MTG. DATE RECORD OF COUNCIL ACTION
02/12/18
MTG. DATE ATTACHMENTS
02/12/18 Informational Memorandum dated 01/30/18, with attachments
Minutes from the Public Safety Committee Meeting of 2/5/18
2/20/18
42
Cit of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Public Safety Committee
FROM: Jay C. Wittwer, Fire Chief
BY: Chris Flores, Assistant Fire Chief, Marty Roberts, Battalion Chief
CC: Mayor Ekberg
DATE: 01/30/18
SUBJECT: Fire Department Apparatus Purchase.
ISSUE
The Fire Department seeks approval for the purchase of fire apparatus under an existing
Interlocal Contract for Cooperative Purchasing.
BACKGROUND
Two Fire Pumper/Engines and one Aerial Ladder Truck are scheduled for purchase.
The 2017-2036 Public Safety Bond will fund this purchase. Discounted pricing is available
through an existing cooperative agreement. HGACBuy ILC No.:13-3364 is open and subject to
automatic renewal, and was approved by Council on 01/22/13, and was assigned City of
Tukwila Contract #13-027. The apparatus manufacturer, Pierce Manufacturing, had designated
January 31, 2018 for a 3% price increase on all fire apparatus. Pierce has agreed to extend the
implementation of their price increase by 30 days.
DISCUSSION Purchase of this equipment is in alignment with the Public Safety Plan and
associated Bonding.
FINANCIAL IMPACT
The financial impact is $3,091,784.01 and is funded by the 2017-2036 Voter Approved Public
Safety Bond. The budget for these expenditures, with accounting for inflation, is $3,597,123.00.
Purchase after the price increase extension will result in approximately $93,000.00 in additional
charges.
RECOMMENDATION
The Council is being asked to approve the proposal and consider this item at the February 12,
2018 Committee of the Whole meeting and subsequent February 20, 2018 Regular Meeting.
ATTACHMENTS
-Discount Recap, Pumpers
-Discount Recap, Platform
-HGACBuy Interlocal Contract for Cooperative Purchasing ILC No.: 13-3364/COT#13-027
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y{UGMC;r'INE Eq Utiti6E M1
January 30,2018
City of Tukwila,WA
Two(2)Velocity PUC Pumpers DH462
Build Location,Appleton,Wisconsin
Proposal Price $ 1,557,611 00
� te 're s �,'s 155,761.10
l ,r:t �: # 0'.0S, 4,672.83
Total Bid Price Including Sales Tax $ 1,718,044.93
Less chassis progress payment discount (25,766.00)
The chassis progress payment in the amount of
.,,,3,8MCC('34^29,440.00 00.-r unit)will be due three(3)
months prior to the ready for pick up from the factory date.
Less payment upon completion @ factory discount (17,540,00)
Deduct for 100%pre-payment with contract (35,290.00)
If this option is elected,the discount is in addition to the
chassis progress payment discount and the payment upon
completion at the factory discount..
Subtotal including all pre-pay discounts 1,479,015.00
`tv\ 0 0A)"A', 147,901.50
�gtl'n Stale n:tl .... "ax 1..i., 4,437.05
Total Bid Price Including Pre-Pay Discounts&Sales Tax $ 1,631,353.55
Terms;
Based on the current delivery schedule the units would be ready for delivery from factory within 10 to 13 months after contract execution.Delivery is subject to
change pending Pierce's delivery schedule at order placement.
The HFE Tool Mounting Quote is included in the Proposal Price.
The above quote is subject to change.
A performance bond will be provided
An invoice will be provided 30 days prior to the chassis payment due date if elected.
An invoice will be provided upon order processing for the 100%prepayment if elected.
The Purchasing Documents will be between Hughes Fire Equipment and the customer.
An annual price increase will go into effect for all orders processed after March 2,2018,If order is not submitted prior to that date,a 3%price increase will be
required
If payment discount options are not elected standard payment terms will apply: Final payment will be due 30 days after the units leave the factory for delivery. If
payment is not made at that time a late fee will be applicable.
Two(2)unit pricing is based on both units being purchased,manufactured,inspected and delivered at the same time, If units are not ordered,manufactured,
inspected and delivered at the same price revised pricing will be required.
The proposal price is based on the unit being purchased through HGAC This pricing is only valid for an HGAC purchase on contract FS12-17.
Transportation of the units to be driven from the factory is included in the pricing However,if we are unable to obtain necessary permits,due to the weight of the
units,and the units must be transported on a flat bed,additional transportation charges will be the responsibility of the purchaser We will provide pricing at that
time if necessary,
Three(3)factory inspection trips for four(4)fire department customer representatives is included in the above pricing.The inspection trips will be scheduled at
times mutually agreed upon between the manufacture's representative and the customer Airfare,lodging and meals while at the factory are included,If the
Department elects to forgo an inspection trip$1,850.00 per traveler(per trip)will be deducted from the final invoice,.
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January 30,2018
City of Tukwila,WA
One(1)Velocity 100'PUC Platform DH464
Build Location:Appleton,Wisconsin
Proposal Price $ 1;394,474.00
Sig m Sales, , 0,_ 139,447.40
01 4,183.42
Total Bid Price Including Sales Tax $ 1,538,104.82
Less chassis progress payment discount (14,920.00)
The chassis progress payment in the amount of
$497,336 00 will be due three(3)months prior to the ready
for pick up from the factory date
Less aerial device progress payment discount (6,783.00)
The aerial payment in the amount of$339.166.00 will be due
two(2)months prior to the ready for delivery from the factory
date.
Less payment upon completion @ factory discount (16,493.00)
*Deduct for 100%pre-payment with contract (32,225.00)
If this option is elected,the discount is in addition to the
chassis progress payment discount and the payment upon
completion at the factory discount.
Subtotal including all pre-pay discounts 1,324,053.00
132,405.30
�.. 3,972,16
Total Bid Price Including Pre-Pay Discounts&Sales Tax $ 1,460,430.46
Terms:
Based on the current delivery schedule the unit would be ready for delivery from factory within 10 to 13 months after contract execution.Delivery is
subject to change pending Pierce's delivery schedule at order placement.
The HFE Tool Mounting Quote is included in the Proposal Price.
The above quote is subject to change,
A performance bond will be provided
An invoice will be provided 30 days prior to the chassis and aerial payment due dates if they are elected.
The Purchasing Documents will be between Hughes Fire Equipment and the Customer.
An invoice will be provided upon order processing for the 100%prepayment if elected
An annual price increase will go into effect for all orders processed after March 2,2018.If order is not submitted prior to that date,a 3%price increase will
be required
If payment discount options are not elected standard payment terms will apply: Final payment will be due 30 days after the unit leaves the factory for
delivery. If payment is not made at that time a late fee will be applicable,
The proposal price is based on the unit being purchased through HGAC This pricing is only valid for an HGAC purchase on contract FS12-17.
Transportation of the unit to be driven from the factory is included in the pricing.However,if we are unable to obtain necessary permits,due to the weight
of the unit,and the unit must be transported on a flat bed,additional transportation charges will be the responsibility of the purchaser,We will provide
pricing at that time if necessary.
Three(3)factory inspection trips for four(4)fire department customer representatives is included in the above pricing The inspection trips will be
scheduled at times mutually agreed upon between the manufacture's representative and the customer.Airfare,lodging and meals while at the factory are
included If the Department elects to forgo an inspection trip$1,850.00 per traveler(per trip)will be deducted from the final invoice.
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13-027
Council APproval 1122113
q
�rr � r r ,woxa�twr�a�w INTERLOCAL CONTRACT ILC
FOR COOPERATIVE PURCHASING No.: R e) °
Pennanent Number assigned by HGAC
THIS INTERLOCAL CONTRACT("Contract"),made and entered into pursuant to the Texas Interlocal Cooperation Act,Chapter
791,Texas Government Code(the"Act"),by and between the Houston-Galveston Area Council,hereinafter referred to as"H-GAC,"
having its principal place of business at 3555 Timmons Lane, Suite 120,Houston,Texas 77027,and * City of Tukwila
__
a local government, a state agency, or a nota-prt� -it corporation
created and operated to provide one
or more governmental functions and services,hereinafter referred to as"End User,"having it:
principal place of business at* Qa5oulhQenter Blvd_TLjk il&WA 9818$ _.._.
WITNESSETH
WHEREAS,H-GAC is a regional planning commission and political subdivision of the State of Texas operating under Chapter 391,
Texas Local Government Code;and
WHEREAS, pursuant to the Act, H-GAC is authorized to contract with eligible entities to perform governmental functions and
services,including the purchase of goods and services;and
WHEREAS,in reliance on such authority,H-GAC has instituted a cooperative purchasing program under which it contracts with
eligible entities under the Act;and
WHEREAS,End User has represented that it is an eligible entity under the Act,that its governing body has authorized this Contract on
Jan. ...22
2013 (Date),and that it desires to contract with H-GAC on the terms set forth below:
..
NOW,THEREFORE,H-GAC and the End User do hereby agree as follows:
ARTICLE 1: LEGAL AUTHORITY
The End User represents and wan-ants to H GAC that(1)it is eligible to contract with IIGAC under the Act because it is one of the
following: a local government,as defined in the Act(a county,a municipality,a special district,or other political subdivision of the
State of Texas or any other state),or a combination of two or moreof those entities,a state agency(an agency of the State of Texas as
defined in Section 771.002 of the Texas Government Code,or a similar agency of another state),or a non-profit corporation created
and operated to provide one or more governmental functions and services,and(2)it possesses adequate legal authority to enter into this
Contract.
ARTICLE 2: APPLICABLE LAWS
H-GAC and the End User agree to conduct all activitiesunder this Contract in accordance with all applicable rules,regulations,and
ordinances and laws in effect or promulgated during the term of this Contract.
ARTICLE 3: WHOLE AGREEMENT
This Contract and any attachments,as provided herein,constitute the complete contract between the parties hereto,and supersede any
and all oral and written agreements between the parties relating to matters herein.
ARTICLE 4: PERFORMANCE PERIOD
The period of this Contract shall be for the balance of the fiscal year of the End User,which began* 2013 Jan 01, and
ends* lot 31, 2013 _.. This Contract shall thereafter automatically be renewed annually for each succeeding fiscal year,
provided that such renewal shall not have the effect of extending the period in which the End User may make any payment due an H-
GAC contractor beyond the fiscal year in which such obligation was incurred under this Contract.
ARTICLE 5: SCOPE OF SERVICES
The End User appoints H-GAC its true and lawful purchasing agent for the purchase of certain products and services through the H-
GAC Cooperative Purchasing Program. End User will access the Program through HGACBu.y.co and by submission of any duly
executed purchase order, in the form prescribed by H-GAC to a contractor having a valid contract with H-GAC. All purchases
hereunder shall be in accordance with specifications and contract terms and pricing established by H-GAC. Ownership (title)to
products purchased through H-GAC shall transfer directly from the contractor to the End User.
(over)
j,YVD 2 LZ V14
o� d
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ARTICLE 6: PAYMENTS
H-GAC will confirm each order and issue notice to contractor to proceed.Upon delivery of goods or services purchased, and
presentation of a properly documented invoice,the End User shall promptly,and in any case within thirty(30)days,pay H-GAO's
contractor the full amount of the invoice.All payments for goods or services will be made from current revenues available to the paying
party. In no event shall H GAC have any financial liability to the End User for any goods or services End User procures from an H-
GAC contractor.
ARTICLE 7: CHANGES AND AMENDMENTS
This Contract may be amended only by a written amendment executed by both parties, except that any alterations,raddituons,or
deletions to the teens of this Contract which are required by changes in Federal and State law or regulations are a do rtatical'ly
incorporated into this Contract without written amendment hereto and shall become effective on the date designated by such law or
regulation.
H-GAC reserves the right to make changes in the scope of products and services offered through the H-GAC Cooperative Purchasing
Program to be performed hereunder.
AIrrICL E 8: TERMINATION PROCEDURES
H-GAC or the End User may cancel this Contract at any time upon thirty(30)days written notice by certified mail to the other party to
this Contract. The obligations of the End User,including its obligation to pay H-GACs contractor for all costs incurred under this
Contract prior to such notice shall survive such cancellation, as well as any other obligation incurred under this Contract, until
performed or discharged by the End User.
ARTICLE 9: SEVERABILITY
All parties agree that should any provision of this Contract be determined to be invalid or unenforceable, such determination shall not
affect any other term of this Contract, which shall continue in full force and effect.
ARTICLE 10: FORCE MAJEURE
To the extent that either party to this Contract shall be wholly or partially prevented from the performance within the tern specified of
any obligation or duty placed on such party by reason of or through strikes,stoppage of labor,riot,fire,flood,acts of war,insurrection,
accident,order of any court,act of God,or specific cause reasonably beyond the party's control and not attributable to its neglect or
nonfeasance,in such event,the time for the performance of such obligation or duty shall be suspended until such disability to perform is
removed; provided,however,force majeure shall not excuse an obligdion solely to pay funds. Determination of force majeure shall
rest solely with H GAC.
ARTICLE 11: VENUE
Disputes between procuring party and Vendor are to be resolved in accord with the law and venue rules of the State of purchase.
THIS INSTRUMENT HAS BEEN EXECUTED IN TWO ORIGINALS BY THE PARTIES HERETO AS FOLLOWS:
City of Tukwila Houston-Galveston Area Council
Name of End User(local government,agency,or non profito
c rporadon) 355 Timnurwt tie,�Srx'e 120 ` rhn,'IX 77027
6200 Southcenter Blvd, sy:
Exe
Marling Address
aattvc Director
* Tukwila WA 98188
City v State Z Code Attest:
Manager
g
Signature of i elcoed of a pe ._..
pl rite Datz:
J
* Jim Ha rton, Mayor Janc2q, 2013
Typed Name&Title of Signatory Date
*Denotes required fields
rev.03/11
48
*Request for Information
To expedite.service,please complete the following blanks relevant to your agency's administrative/elective
personnel and return the completed form to H-GAC,Cooperative Purchasing Piero grain,P.D.Box 22777,
Houston. TX 77227-2777.
Naiue of End User Agency City of Tukwila County Name King County
(Municipality/CotintV/ District etc.)
TViailing Address 6200 Southcenter Blvd,Tukwila„ WA EL9188
(Street Address/P.O. Box) (City) (State) (ZIP Code)
Main Telephone Number 20886t FAX Number:
Physical Address : 14000 Interurban Avenue South, Tukwila, WA 98168
(Street Address, ifdifferent from mailing address) (City) (State) (ZIP Code)
Web Site Address: www.ci.tukwila.wa.us
Authorized Official: , Jim Haggerton Title: Mayor
(City manager/Executive Director/etc.) Ph No.:
Mailing Address: 6200 Southcenter Blvd
(Street Address/P.O. Box) E-Mail Address :tanya.taylor2tukwilawa.gov
Tukwila WA 98188
(City) (State) (ZIP Code)
Jeff Morton Fleet Superintendent
Official Contact: Title:
(Purchasing Agent/Auditor etc.) Ph No.: _�XSZ
Mailing Address: 14000 Interurban Avenue South Fx No,: '2 6,-�,4' 6P6
(Street Address/P.O. Box) Email Address : ff mr-,!jQn notj MAJIMAIP nn\1
Tukwila WA 98168
(city) (State) (ZIP Code)
Official Contact. Bob Giberson Title: Public Works Director
(Public Works Director/Police Chief etc.) Ph No.: 206-441-
2467 l
Mailing Address: 6300 Southcenter Blvd, Ste 100 Fx No. 2 "56
(Street Address/P.O. Box) Email Address bob.qiberson(@tukwilawaxiov
Tukwila WA 98188
(city) (State) (ZIP Code)
Official Contact: Pat Brodin Title: Operations Manager
(EMS Director/Fire Chief etc.) Ph No.:
Mailing Address: 14000 Interurban Avenue South Fx No.. 44-5661'
(Street Address/P.O. Box Email Address : pat.brodin@tukwilawa.qov
Tukwila WA 668
(City) (State) (ZIP Code)
49
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Public Safety Committee Minutes..........................................................................................................................February 6,2018
• List of the alternatives that were priced but not included in the base price of the
three stations.
• Highlight the costs that are interdependent, such as those that are tied to
construction.
• Include a table of all rooms, uses, and square footage in the plan for Fire Station
51.
• Confirmation that a generator remains in the program and base price.
FORWARD TO FEBRUARY 12, 2018 COMMITTEE OF THE WHOLE WITH ADDITIONAL
INFORMATION REQUESTED.
B. Contract: Public Safety Plan Building Envelope Consultant
Staff is seeking Council approval of a contract with JRS Engineering for envelope consulting
services for Fire Stations 51,52, 54, and the Justice Center buildings. A building"envelope" is
the separation between the interior and exterior of a building, and associated services include
control of air, water, vapor and thermal leakage. Envelope services are standard for
construction projects and can be costly if not performed adequately. The estimated cost for
envelope services for the design only phase of the Public Safety Plan projects is $80,000.
UNANIMOUS APPROVAL. FORWARD TO FEBRUARY 12,2018 COMMITTEE OF THE WHOLE.
C. Fire Department Apparatus Purchases
Staff is seeking Council approval to purchase two Fire Pumper/Engines and one Aerial Ladder
Truck with $3,091,784.01 in proceeds from the Public Safety Bond. A pricing discount of 3% is
available through an existing Interlocal Contract for Cooperative Purchasing if the purchase is
completed by March 2, 2018. The purchase price is also under the $3,597,123 amount budgeted
in the Public Safety Plan. The ladder truck was planned for purchase in 2019, but staff
recommends proceeding in 2018 to take advantage of the discount. Chair McLeod asked for staff
to return to Committee of the Whole with an estimate of the other costs associated with outfitting
the new vehicles, such as technology, decals, etc. UNANIMOUS APPROVAL. FORWARD TO
FEBRUARY 12, 2018 COMMITTEE OF THE WHOLE WITH ADDITIONAL INFORMATION
REQUESTED.
III. MISCELLANEOUS
Adjourned 6:35 p.m.
cy�i Committee Chair Approval
Minutes by LH
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