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Home My WebLink About8F - Purchase of 2200-Gallon Fire Dept. Tanker Truck AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT November 15,1999 8F Bruce Sames, Fire Chief and Fire Department Tanker Truck Committee CONSIDER APPROVAL OF RESOLUTION 99-XX AWARDING BID FOR THE PURCHASE OF ONE (1) 2200-GALLON FIRE DEPARTMENT TANKER TRUCK, TRADE-IN OF A USED TANKER TRUCK, AND AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE DOCUMENTS ASSOCIATED THEREWITH. History The City of Prior Lake is contractually obligated to provide firefighting service to Spring Lake and Credit River Townships, which collectively represent over 6000 households, none of which are served with municipal water. There are also approximately 200 homes in Prior Lake which are not connected to municipal water. Therefore, water for firefighting must be transported to the scene of each fire. Each Township pays the City an annual fee to defray the costs of providing them with fire service including the pro-rata cost of equipment. The City presently owns a 1978 Ford L800 2000-gallon tanker truck. This truck was purchased used in 1991 to replace a tanker which was destroyed in an accident. The cab and chassis have accumulated 6,000 miles -- very low for a vehicle of this age. The truck engine, however, is underpowered for a tanker. Moreover, the truck is equipped with electric rather than air brakes. This means we have to chock the vehicle at fires to prevent it from rolling. At one fire scene, the truck did roll, pinning a firefighter between the truck and drop tank. Finally, a key problem is that the chassis to which the water tank is connected (consisting both of wood and metal) has rusted and rotted to the point that we are concerned about the tank breaking away from the chassis. The chassis, despite its low mileage, is not repairable. The existing 2000-gallon tank itself has serious problems. Recently, after a fire, the tank began to leak significantly. The leak was cause by baffles that tore away from the tank sides and ruptured the container in the process. The tank was repaired about three weeks ago, but is beginning to leak again. Because of the above safety issues, I have sent a memorandum to the other cities in our mutual aid group advising them that the tanker will not be available. While we continue to use the tanker for Prior Lake and Township fires, but we prohibit the operation of the truck at emergency response speed with lights and siren. Current Circumstances On June 7, 1999, the City Council adopted Resolution 99-63 authorizing the preparation of plans and specifications and solicitation of bids for replacement 16200 Eagle Creek Ave. S.t>,f ~~rtrQ~~r r!fM~~sota 55372-1714 1 Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER City Council Agenda Item BF November 15, 1999 A committee consisting of the following fire department personnel was formed to prepare specifications: Fire Chief Bruce Sames, Mark Frederich, Kurt Chelgren and Ken Klingberg. The latter two representatives have considerable expertise regarding trucks and fire equipment since each is employed full-time as a fleet mechanic. After preparing draft specifications, the City Attorney provided input to assure that the proper language was contained in the bid documents. The documents contained a timeline to afford bidders considerable time to prepare their proposals, and a means was provided for vendors to propose parts or equipment to determine if they are equivalent to those specified. Five vendors requested specifications. One vendor, Danko Emergency Equipment, requested. in accordance with the specifications, that they be allowed to substitute a 2200-gallon plastic or poly tanker in lieu of the metal tank specified. The Fire Department Tank Truck Committee met, as required by the specifications, to review the proposed alternative. After reviewing the equipment specifications and viewing the tank, the Committee approved the poly tanker proposed by Danko subject to five conditions. The Committee also expressed concern in writing about the location and method of drop tank storage on this model. On October 15th, the bids were received. While five vendors had requested specifications, only two submitted a bid proposal. Shown below as Table 1 is a summary of the bids submitted: Bid Bond Custom Fire Apl?~ratus .Osceola,Wr Addendum Cab & Chassis Bids Tanker Bid TOTAL COST Inspection Deduct Trade-In Value Other Deduct NET PRICE Delivery Date I :\COUNCI L\AGNRPTS\99\ 1115_ 8F .DOCKelly Meyer 2 City Council Agenda Item 8F November 15, 1999 The Issues The Fire Department Tanker Truck Committee recommends that the contract for the tanker truck be awarded to Custom Fire Apparatus since that bid is in complete conformance with the City's bid specifications. The Danko bid does not conform to specifications with respect to gross vehicle weight, front axle, engine/transmission brake, fuel tank and battery box material, driver and passenger seats, radios (mobile and AM/FM) and cab receptacle. . The bids specify that, "unless an exception is accepted by the City, the delivered apparatus shall be fully compliant with these specifications or may be subject to rejection by the City. Any bid which takes complete exception to the specifications, or fails to identify a significant exception as determined solely by the City shall be immediately rejected." (page 4. section 21.4.1), Shown below as Table 2 is a summary of the specifications and a comparison of the Danko and Custom bids. Bid SpecificCitions .Require: Gross Vehicle ....Weight=40,000 Ibs. (Front plus back axle) (p. 5; section 1; 2) Driver Seat to be High back Cloth on . Air . (p;. 7,section 1.9) Passenger Seat to be High back Cloth on Air (p. 7, section 1.9) Radios: AM/FM (p.8, section 1. 9) Mobile (p.28, sect. 11) · Handheld (p28, sec. 11) Duplex receptacle in Cab for Charging Radios/Flashlights (p. 11, section2.2) 1:\COUNCIL\AGNRPTS\99\1115_8F .DOCKelly Meyer CUSTOM FIRE BID DANKO Bid 40,000 Ibs. 14,600Ibs. 26,000 Ibs. Engine brake provided. Aluminum fuel tank Aluminum battery box High back cloth with air- cushion ride High back cloth with air- cushion ride AM/FM Radio included Mobile Radio included Handheld included Supplied 38,000 Ibs. 12,000 Ibs. 26,000 Ibs. No brake specified. Steel fuel tank Steel battery box Low back vinyl on air cushion Low back vinyl, no air-cushion ride No AM/FM Radio No Mobile Radio No Handheld included Not Supplied 3 City Council Agenda Item 8F November 15, 1999 The Danko bid should be rejected for the following reasons: (1) Failure to specify an engine brake: This vehicle carries 17,600 Ibs. of water in addition to its own weight. NFPA 1901 sets the standards for fire vehicles. A separate braking system other than the primary system must be provided for safety. The City and the bidders are required to conform with this NFPA requirement. The Custom bid is in compliance, and the Danko bid is not. (2) Axle weight less than specified: The specifications required a minimum front axle weight of 14,600 Ibs. and rear axle of 26,000 Ibs. The Custom proposal conforms with this requirement, but the Danko bid contemplates a 12,000 lb. front axle. This exception was neither identified nor approved when the plastic tank was proposed. The lighter axle weight affects road worthiness and future accessories which may be carried on the truck. (3) Failure to meet quality and workmanship criteria: The specifications provide that vehicles bid should display a resistance to rust by use of aluminum, stainless steel, fiberglass chassis and cab construction to facilitate maximum apparatus lifespan. The Danko bid provides for a steel fuel tank and battery box, while Custom proposes aluminum for each. (4) Failure to provide all equipment: Driver and passenger seats, radios and electrical receptacle are either not supplied or do not meet City specifications in the Danko bid. (5) Drop tank location and operation: Another important consideration in determining the lowest responsible bidder is the safety and operability of the drop tank. The drop tank, which is carried on the tanker truck is a collapsible 3'x3'x20' 2500-gallon capacity portable canvas container supported by a steel/aluminum frame. At a fire scene the two firefighters operating the truck park in the appropriate location, remove the drop tank from the vehicle, set it up and empty the water from the truck into the drop tank. The truck then leaves to get more water. The specifications contemplated a drop tank located on the passenger side of the vehicle (p 19, section 4.10) stored in a drop-down rack which allows the drop tank to be lowered from its storage position to within 20" from the ground. The Danko bid provides for drop tank storage on the rear of the truck about five to eight feet above the ground. When stored, the tank lays on an angled surface on the back of the truck atop the plastic tank. The Fire Department looked at loading and unloading of the drop tanks on the two trucks. To do so, they travelled to St. Cloud twice to test and video tape methods and locations for storage of the drop tanks. The Danko configuration is considered unsatisfactory because: (1) The drop tank is located at the rear and not the side of the truck. Fire Department policies prohibit personnel at the back of the truck whenever possible to reduce roll-over hazards. (2) The Danko proposal locates the drop tank five to eight feet from the ground and does not provide for any mechanism to lower the tank to the ground. Since the tank is about 150 Ibs., and 3'x3'x20' in size, removal and replacement is particularly difficult, if not impossible with two firefighters. The I :\COUNCIL \AGNRPTS\99\ 1115_ 8F .DOCKelly Meyer 4 City Council Agenda Item BF November 15, 1999 FISCAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: Custom side-mounted storage minimizes firefighters lifting the tank to with 20" off the ground by mechanically lowering the tank to within 20". (6) Delivery date: A final consideration is the delivery date. Danko indicates that their unit will not be completed and ready for delivery until August of next year. The Custom equipment can be delivered by January, a full seven months earlier. Satisfactory service to the townships require a tanker which is dependable, safe and road-worthy for emergency response. The Fire Chief and Department believe that from both a safety and service delivery perspective, the existing tanker truck should be removed from service as soon as possible. The Custom bid allows the City to do so at the earliest possible date. The Equipment Replacement Fund contains $115,000 for this acquisition. The shortfall of $21,790 would be drawn from that fund. The Finance Director indicated that due to previous acquisition savings, the Fund will be sufficient without impact upon planned purchases. (1) Adopt Resolution 99-XX awarding bid for the 2200-gallon tanker truck to Custom Fire Apparatus, approving trade-in of the existing tanker and authorizing the Mayor and City Manager to execute contract documents associated therewith. (2) Direct the staff to prepare a Resolution awarding bid to Danko. (3) Take no action. Alternative (1). This equipment will be used by our volunteer fire department for many years. The Custom Fire bid meets specifications, contains all equipment requested, and entails the greatest safety on the road and at the fire scene. 1:\COUNCIL\AGNRPTS\99\1115_8F.DOCKelly Meyer 5 RESOLUTION 99-XX A Resolution Accepting Bids and Awarding Contract for One (1) 2200-Gallon Tank and Cab and Chassis for the Prior Lake Volunteer Fire Department Motion By: Second By: WHEREAS, pursuant to an advertisement for bids for the 2200-gallon Tank and Cab and Chassis Truck for the Volunteer Fire Department; and WHEREAS, the following bids were received, opened, and tabulated according to law and the following bids were received complying with the advertisement: Bidders Custom Fire Apparatus, Inc. Danko Emergency Equipment Bid Amount $136,790 $110,857 WHEREAS, the City Council has determined that Custom Fire Apparatus of Osceola, Wisconsin is the lowest responsible bidder Now THEREFORE, be it resolved by the City Council of the City of Prior Lake that the following are hereby adopted: (1) The Mayor and City Manager are hereby authorized to enter into a contract with Custom Fire Apparatus of Osceola, Wisconsin in the name of the City of Prior Lake for the purchase of one (1) 2200-gallon tank and cab and chassis truck in the amount not to exceed $136,790. (2) The City Manager is hereby authorized and directed to return to all bidders the deposits made with their bids once a contract has been signed. PASSED AND ADOPTED THIS 1ST DAY OF NOVEMBER, 1999. YES NO Mader Mader Kedrowski Kedrowski Petersen Petersen Schenck Schenck Wuellner Wuellner {Seal} City Manager, City of Prior Lake 16200 Eagle Creek Ave. S.E.. Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER T.-X