September 27, 2017 REPORT TO: FROM: SUBJECT: PURPOSE: DEBBIE COMIS, CHIEF ADMINISTRATIVE OFFICER MARC NORRIS, FIRE CHIEF AERIAL LADDER FIRE RESCUE APPARATUS REPLACEMENT PURCHASE To request Council authorization to issue a purchase order for a replacement Aerial Ladder Fire Rescue Apparatus as budgeted. EXECUTIVE SUMMARY: As provided for in the City of Parksville financial plan 2016 and 2017 Capital Budgets, the Parksville Volunteer Fire Department seeks to replace the 26 year old aerial ladder, Ladder 49, currently in service. The current apparatus is well past the recommend 15 to 20 year replacement cycle. The new apparatus will improve ability to maintain service delivery methods and maintain safety of fire crews which utilize the apparatus on a regular basis. The current available funds identified in the 2017 fire department capital budget allocation are $1.4 million towards the replacement of this apparatus. Staff recommend acceptance of the proposal received for the purchase of a current year 32m (105 foot) rear mount Smeal Aerial Ladder fire rescue apparatus on a Spartan chassis from Safetek Emergency Vehicles Ltd. for service with the PVFD. RECOMMENDATION: 1. THAT the report from the Fire Chief dated September 27, 2017, entitled "Aerial Ladder Fire Rescue Apparatus Replacement Purchase" be received. 2. THAT Council authorize the purchase of a current year 32m (105 foot) Smeal aerial ladder fire rescue apparatus on a Spartan chassis from Safetek Emergency Vehicles Ltd. based on the proposal price of $1,331, 708.09 Canadian Dollars (including PST), for service with the Parksville Volunteer Fire Department. 3. THAT Council authorize the remainder of the budgeted project amount to serve as a project contingency in order to facilitate unforeseen costs, modest alterations to specifications and addition of options as may be deemed appropriate at time of the pre-construction meeting, and to fund replacement of aged loose equipment and mounting of equipment on the new apparatus. BACKGROUND: The Capital Budgeting process of part of the City of Parksville Financial Plan provides for the replacement of fire rescue service apparatus (fire vehicles/fire trucks). The replacement frequency of vehicles and equipment takes into account recognized industry standards, fire and rescue protection
Aerial Ladder Fire Rescue Apparatus Replacement Purchase Page 2 of 5 service area requirements, firefighter (user) safety, replacement cost, repair costs, depreciation and life cycle costs. The aerial fire rescue apparatus is one of the most versatile single pieces of equipment in service with the fire department and dispatched to almost all serious fire and rescue incidents. This apparatus is able to pump water, perform elevated master-stream water application, carry a crew of six firefighters, perform various rescue operations from providing a highpoint, to rescue from upper floors. The apparatus gives firefighters the ability to safely access upper areas of buildings, access areas which are beyond the reach of ground ladders and work from the aerial ladder when necessary. As a result, the equipment is used regularly and is a necessity in the ability to safely provide comprehensive delivery of fire and rescue services. The National Fire Protection Association (NFPA) Standard on automotive fire apparatus indicates a fifteen year replacement cycle with a possible five year extension, as a maximum service live I replacement frequency. On August 24, 2017, four proposals were received in response to the Request for Proposals (RFP) to supply a new aerial fire rescue apparatus for the City of Parksville. Supplier /Manufacturer Associated Fire Equipment representing the E-One line Base Proposal Costs Base Proposal Discounts I (before tax) Including 7% PST Incentives $1,211,473.01 $1,296,276.12 0 Commercial Truck representing the Pierce line $1,249,115.00 $1,336,553.05 0 Rocky Mountain Phoenix representing the Rosenbauer line $1,298,230.00 $1,389,106.10 $21,963.00 Safetek Emergency Vehicles Ltd. representing the Smeal/Spartan $1,244,587.00 $1,331,708.09 $23,489.00 line Note: The City receives a GST rebate equal to the entire amount of GST, so this tax is not factored in. All four companies presented varying options for chassis type, power, configuration and many other options. All apparatus are built in the United States with dealer representation in Canada. Staff reviewed the proposals and evaluated based on the following evaluation criteria: The following factors were some of the significant considerations. Life cycle Price Delivery time Ability to meet specifications Training, warranty, service, repair and availability of parts Serviceability Availability of local service for chassis, body, pump and aerial components
Aeria l Ladder Fire Rescue Apparatus Replacement Purchase Page 3 of 5 Warranty Chassis type Emissions Industry use Ergonomics (i.e. access to the aerial turntable, hose loading, etc.) Compatibility and standardization with current apparatus. The table below shows the resulting proposal scores after review of each proposal: Aerial Fire Rescue Apparatus Total Score Associated Fire Apparatus I E-One 1.9 Commercial Truck I Pierce 1.3 Rocky Mountain Phoenix I Rosenbauer 1.6 Safetek I Smeal 2.2 The highest bid proposal received was $1,389,106.10 (includes PST) and the lowest bid proposal was $1,296,276.12 (includes PST), with an average of all submittals at $1,342,691.11 (includes PST), all before any discounts or progress payment options. The total price of the top rated proposal from Safetek Emergency Vehicles Ltd. for the Smeal/Spartan 32m (105 foot) Rear Mount Quint Aerial Ladder apparatus is $1,331, 708.09 (including PST), before available progress payment discounts. Based on the resu lts of the evaluation, it is recommended the City enter into an agreement with Safetek Emergency Vehicles Ltd. to supply the Smeal/Spartan 32m (105 foot) Rear Mount Quint Aeri al Ladder apparatus. The remainder of the budgeted project amount would serve as a project contingency in order to facilitate unforeseen costs, modest alterations to specifications and addition of options such as the Smeal Ergonomic Hose Load (EHL) which may be deemed appropriate at the time of pre-construction meeting, and to fund replacement of aged loose equipment and mounting of equipment on the new apparatus. As per the Purchasing Guidelines Policy No. 6.14, any purchase over $100,000 is required to be awarded by Council. The purpose of this report is to receive council authorization for the purchase of a new aerial ladder fire rescue apparatus as planned and budgeted. An item will be added to the 2038 fire department capital budget to ensure a minimum 20 year replacement allotment has been established for this piece of equipment in the City of Parksville Financial Plan. OPTIONS: 1. Replace the aerial fire rescue apparatus in accordance with the PVFD strategic plan and the 2017-2012 City of Parksville financial plan through the purchase of the top-rated proposal by Safetek Emergency Vehicles Ltd. 2. Provide alternate direction to staff.
Aerial Ladder Fire Rescue Apparatus Replacement Purchase Page 4 of 5 ANALYSIS: Option 1: Option 2: Entering into a purchase agreement with the supplier with the proposal top rated by the fire department thereby facilitating replacement of the current aging fire apparatus. This will provide for the necessary renewal of equipment and will result in a modernized and expanded capability of the apparatus. Having appropriate apparatus allows for increased safety, operational effectiveness and helps provide a continued high level of service to the citizens of the fire protection area. Council could direct staff to review other means of proposal evaluation and or frequency of replacement. FINANCIAL IMPACT: There are sufficient funds identified in the financial plan capital budget to support the planned purchase of the aerial ladder fire apparatus. STRATEGIC PLAN IMPLICATIONS: Maintain or Enhance Quality of Life - No impact. Renewal and Maintenance of Infrastructure - Failure to maintain our fleet inventory will create a significant cost burden on taxpayers in the coming years and may pose a threat to the safety of firefighters. Maintain or Enhance Levels of Service - The proper maintenance and renewal of fire department apparatus is a significant component in the continued ability to deliver a consistently high level of service, meet safety and insurance standards, and meet the demands of an ever evolving fire protection area. Maintain or Reduce Actual Property Tax Burden - Purchasing a ladder truck is a high cost to the municipality and does increase the property tax burden. Not having a ladder truck that meets recommended standards could increase the insurance costs of residents and businesses. Environmentally Sustainable - This vehicle meets current emissions standards and by incorporating a PTO driven generator, eliminates one small engine on the apparatus which in turn provides for a net reduction in emissions over the previous apparatus. Economic Development - In order to maintain Fire Underwritten insurance ratings in a stable position and to ensure no increase in premiums, a community the size of Parksville should maintain an aerial apparatus. This apparatus is required to service higher buildings and more complex developments as the City and fire protection area densifies.
Aerial Ladder Fire Rescue Apparatus Replacement Purchase Page 5 of 5 REFERENCES: : Purchasing Guidelines Policy (No. 6.14) - Division Four: Procedures and Authorization : City of Parksville 2017-2021 Financial Plan - Fire Department Capital Budget : Fire Department Strategic Plan : NFPA Standard for Automotive Fire Apparatus : Fire Underwriters Table of Effective Response : Fire Underwriters Insurance Premium Ratings Respectfully submitted, MARC NORRIS Fire Chief DIRECTOR OF FINANCE COMMENTS: LUCKY BUTTERWORTH Director of Finance CHIEF ADMINISTRATIVE OFFICER COMMENTS: <, DEBBIE COMIS "( -- Chief Administrative Officer