TO: Board of Supervisors
FROM: Jason Martin, Deputy County Fire Chief
REPORT BY: Stacie McCambridge, Staff Services Manager
SUBJECT: Purchase 2023 Ford Expedition and Motorola Radios, Budget Transfer, and Sole Source from Cordelia Fire District
RECOMMENDATION
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Approve a Budget Amendment to increase the appropriations by $70,000 in Fire Operations to purchase a 2023 Ford Expedition and 6 Motorola Dual Band Radios, waive competitive bidding requirements, and provide a sole source award to Cordelia Fire District for the vehicle. (Fiscal Impact: $70,000 Expense; Fire Fund, Not Budgeted: Discretionary)
[4/5 vote required]
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BACKGROUND
In June of 2024, Cordelia Fire District notified the County Fire Department (Department) of their plans to consolidate with the neighboring City of Fairfield and the liquidation of District assets. The Department is interested in utilizing one of the assets, a 2023 Ford Expedition command vehicle with 6 Motorola dual band radios, speaker microphones, and bank charger (capable of Fairfield/Vacaville 800 MHZ). The vehicle includes a “code three” (lights and siren) package, command box, installed radios, and low mileage of 8,911 miles. This purchase provides a cost savings to the County of approximately $60,000, a 50% savings surpassing the savings that the County receives through the Enterprise lease agreement.
The 6 radios will be reinstalled in the current Battalion Chief 1416A vehicle, whose primary response area is within mid to southern Napa. This will ensure communications with the City of Vallejo and Fairfield, providing a cost savings of $25,000 due to existing licensing that come with the radios.
Department staff requests the approval of a Budget Amendment of $70,000 to purchase a 2023 Ford Expedition with 6 Motorola dual band radios. This vehicle will be an addition to the County Fire Marshal fleet assigned to the Napa County Fire Marshal. With the increase to staffing in the Fire Marshal’s Office, a request for an additional vehicle would have been made through the leasing program this year. The current leased vehicle assigned to the Fire Marshal’s Office will be used to offset the need for vehicles to compliment the new positions found in the Training Bureau.
The Department would like to purchase these items from Cordelia Fire District without securing competitive bids. The vehicle is emergency response-ready, includes radios with licensed public safety frequency band capabilities, and allows for an approximate 50% savings to the County.
Requested Actions:
1. Approve a Budget Amendment increasing appropriations by $70,000 in Fire Operations Capital Assets (2100000-55400) offset by use of available fund balance, to transfer; and
2. Increase of capital assets in the amount of $70,000 for the purchase of a 2023 Ford Expedition command vehicle with 6 Motorola dual band radios.
3. Request waiver of competitive bidding requirements and sole source award for the purchase of a 2023 Ford Expedition from the Cordelia Fire District in the amount of $70,000 pursuant to County Ordinance Code 2.36.090.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Funds to be transferred from Fire’s Fund Balance. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
With the increase to staffing in the Fire Marshal’s Office, a request for an additional vehicle would have been made through the leasing program this year. The current leased vehicle assigned to the Fire Marshal’s Office will be used to offset the need for vehicles to compliment the new positions found in the Training Bureau. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The cost of maintaining the apparatus would be supported by the Fire Protection Fund (2100). |
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Consequences if not approved: |
Fire would have made a request for this type of vehicle this year; the County would miss a cost saving of approximately $60,000, approximately a 50% savings surpassing the savings that we receive with the Enterprise Lease contract. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.