Purpose of Report: Request Commission approval and direction in purchasing a new wildland fire apparatus cab and chassis.

Background: This apparatus replacement is needed to comply with the vehicle replacement program guidelines to remove an older configuration unit from service and incorporate a safer vehicle design for firefighting operations. With the new apparatus in place during critical situations we can provide our community and customers with a more efficient and reliable fire apparatus. The new cab and chassis requested is a 12,500 gvw cab and chassis to meet the weight requirements for this unit. The cab and chassis will be the foundation for the new apparatus to be assembled by the Stillwater Fire Department. The new unit will replace an aging 1992 10,500 GVW unit currently in reserve status. The new unit will be used for wildland firefighting operations involving vegetation type fires and structure protection in the urban interface and rural settings that surround our community. Our goal is to have the apparatus completed by late summer.

On March 23, 2003, bid packets were distributed to six vendors to obtain bids for the cab and chassis. Only two responded.

Discussion: On March 3, 2003, bids were received from two vendors. The local vendor, Thomas Ford submitted a competitive bid; however, it was $251.45 higher than Country Ford of Guthrie. The Fire Department recommends the acceptance of the bid from Thomas Ford. This recommendation is based on the convenience, past cost of repairs, and quality of service received on units repaired by Thomas Ford. The following table lists the vendors and the bid price of the unit.

Budget Impact: The purchase of the cab and chassis will leave a balance of approximately $47,800 to complete the project. Items needed to finish the project will include: a skid unit (water supply and pump) with a compressed air foam system, warning light system, compartments for storage of equipment, radios, and other associated firefighting equipment. These expenditures should deplete the remaining balance of the account. This unit is being purchased with dedicated cash reserves from the Rural Fire Account and has no impact on the General Fund.

The 1992 wildland truck will be dismantled and disposed of through Fleet Maintenance. There is no increase to the Fire Department's vehicle fleet with this purchase and replacement.

Alternatives:

1. Accept the bid from Thomas Ford in the amount of $27,173.
2. Select the alternate bidder.
3. Reject all bids and re-bid the project.

Recommendation: The Fire Administration recommends Alternative #1.

Recommended by:

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Carl Weinaug
City Manager