TO: Board of Supervisors
FROM: Jason Martin, Deputy County Fire Chief
REPORT BY: Stacie McCambridge, Staff Services Manager
SUBJECT: Sole Source Award for Apparatus Purchase at Deer Park/Capell Valley Volunteer Fire Stations
RECOMMENDATION
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County Deputy Fire Chief requests the following actions regarding purchasing fire apparatus in the Deer Park and Capell Valley Stations (4/5 vote required):
1. Request a waiver of competitive bidding requirements and sole source award for Golden State Fire Apparatus.
2. Authorization to declare Asset No. 26524; 1997 HME Engine, as surplus and no longer required for public use, remove the item from inventory, and dispose of them at public auction.
3. Approval of a Budget Transfer increasing appropriations by $80,000; Capell Valley Station (2100014-55400) $45,000 and to the Deer Park Station (2100021-55400) $35,000; with an offsetting decrease in the Fire fund balance.
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EXECUTIVE SUMMARY
County Fire is requesting a budget transfer to increase the Equipment account (55400) in the Capell Valley and Deer Park subdivisions by $80,000 for an unforeseen rise in cost of a Board approved Type 2 engine and water tender. Today’s action authorizes the Chair to approve a budget transfer to adjust multiple Fire Organizations to accommodate actual costs and declare Asset No. 26524, 1997 HME Engine as surplus and no longer required for public use, remove the item from inventory, and dispose of at public auction. The Napa County Fire Department would also like to secure the vendor; Golden State Fire Apparatus without securing competitive bids. The request will authorize and grant a waiver of competitive bidding requirements and sole source award to Golden State Fire Apparatus.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Funds are budgeted in the Fire Protection Budget (2100). |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Current apparatus is owned and operated by the Fire Department are manufactured by Golden State Fire Apparatus/Pierce and the department would like to purchase the replacement engine from Golden State Fire Apparatus/Pierce. Service records indicate that the Golden State Fire Apparatus/Pierce engines have fewer maintenance problems and, consequently, fewer out-of-service hours and maintenance costs. Standardizing equipment enables the department to standardize training to increase efficiencies during emergency operations and standardize the maintenance software and the equipment that is required. |
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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: |
The needed apparatus replacement would go through the standard bidding process and not be standardized. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
At the June 2023 budget hearings, the Board of Supervisors approved the 23/24 Recommended Budget (2100) that Fire had submitted, which included $1,205,000 for apparatus; a water tender ($540,000) and an engine ($665,000). Due to the unforeseen rise in the economy the cost has risen to $575,000 for the water tender and $707,000 for the engine, a total increase of cost of $80,000. Staff requests approving a Budget Transfer to enable purchasing the two pieces of apparatus increasing appropriations by $80,000; Capell Valley Station (2100014-55400) $45,000 and to the Deer Park Station (2100021-55400) $35,000; with an offsetting decrease in the Fire fund balance.
County Fire has an apparatus replacement plan that extends ten years. This is to help reduce experiences with repairs and down time amongst our vehicles and to help ensure that the Fire Department has a mechanical sound fleet for front line service. Manufacturing without securing competitive bids. Standardizing fire engines saves time and money by minimizing the number of systems the mechanics must learn and the amount of fleet maintenance equipment and software that is required. Standardizing fire apparatus also reduces training requirements to maintain proficiency and safe operation during emergency incidents. The Napa County Fire Department would also like to secure the vendor; Golden State Fire Apparatus without securing competitive bids. The request will authorize and grant a waiver of competitive bidding requirements and sole source award to Golden State Fire Apparatus.
The new Engine 14 (E14) will be housed at the Capell Valley Volunteer Station replacing the current engine 214 (E214). Upon arrival of the new E14, E214 will be moved to the Capell Valley Satellite Station and replace the current engine 14 (1997 HME engine, Asset No. 26524). This will help to reduce the down time that the now engine 14 is currently experiencing with repairs and extend the life of Engine E214.
Authorization is requested to surplus the 1997 HME engine (Asset No. 26524) as surplus. The engine has outlived its useful life, will be removed from service, and is no longer required for public use and will be sold at auction if approved today. California Code Section 25363 authorizes the Board of Supervisors, upon four-fifths vote, to sell at public auction and convey to the highest bidder for cash, any property belonging to the County and not required for public use. Fire intends to use the services of JJ Kane Auctions in Dixon.