TITLE
Recommendation to adopt resolution authorizing City Manager to execute contract with LDV Inc. of Burlington, Wisconsin, for the purchase of one fire mobile command unit on the same terms and conditions as are afforded to the State of Maryland, in an amount not to exceed $645,708, plus tax, for the current fiscal year. (Citywide)
DISCUSSION
City Council approval is being requested to enter into a contract for the purchase of one fire mobile command unit as part of the City's Fiscal Year 2004 (FY 04) Urban Area Security Initiative (UASI) II Grant Program, which was approved by City Council on November 16, 2004. The UASI II Grant provides funding for planning, training and personnel costs, as well as vehicle and equipment purchases for various departments and local jurisdictions to provide for enhanced security at the Airport and Port, and to augment the Fire and Police Departments' Homeland Security response capabilities.
The new fire mobile command unit will replace a unit manufactured in 1984, which was 21 years of age when it was retired in December 2004. The retired unit had been donated to the City as a used vehicle in 1998. The vehicle to be replaced was at such an advanced age that procuring parts and managing maintenance costs and repair downtime was creating excessive inefficiencies.
The City Charter provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment and labor with other governmental agencies by purchasing under their contracts on a voluntary and selective basis when authorized by a Resolution of the City Council. The Department of Public Works, Fleet Services Bureau, investigated procurement options and learned that the State of Maryland completed a competitive bid process for a fire mobile command unit and has a purchase order with LDV Inc. that meets the City's needs. This cooperative purchase agreement will facilitate the timely acquisition of the fire mobile command unit and provide cost benefits to the City.
LDV Inc. has agreed to sell one fire mobile command unit to the City of Long Beach under the same terms and conditions as are afforded to the State of Maryland Contract in an amount not to exceed $645,708, plus tax. The Matrix Fleet Study also supports the use of cooperative purchase agreements and adherence to a long-term replacement plan.
This matter was reviewed by Senior Deputy City Attorney Donna F. Gwin on May 6, 2005 and Budget Officer David Wodynski on May 5,2005.
TIMING CONSIDERATIONS
City Council action is requested at the May 17, 2005 City Council meeting to ensure that the fire mobile command unit is built and received prior to the grant expiration deadline of November 30,2005.
FISCAL IMPACT
The cost of $645,708, plus tax, is budgeted in the Fleet Services Fund (IS 386) and the Public Works Department (PW). The cost of the unit is offset by grant revenues and does not require matching funds. Future years' fuel and maintenance costs are unknown and will be addressed in the operating budgets during the budget process for FY 06.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
CHRISTINE F. ANDERSEN
DIRECTOR OF PUBLIC WORKS