To: HONORABLE MAYOR AND           From:   Jose Obregon

                        CITY COUNCIL                                                       

 

   Subject:   SEE BELOW                                               Date:   October 6, 2003

 

 

SUBJECT:  REPORT ON BIDS FOR A MAJOR AIRPORT RESCUE AND

         FIRE FIGHTING VEHICLE

RECOMMENDATION

 

Report on bids and award the purchase of one major Airport Rescue and Fire Fighting (ARFF) Vehicle to the low bidder, Oshkosh Truck Corporation, at a total cost of $662,611.24, including tax and delivery, and authorize the Director of General Services to execute the purchase order for the:

 

a.             immediate purchase of one major ARFF unit; and

 

b.            approve a contingency of 5% or $33,000 for unforeseen engineering requirements that may arise subsequent to the publication of the bid specifications.

 

 

BACKGROUND

 

The San José Airport has introduced air carrier B-777 aircraft into daily operations.  This increase in air traffic requires the Airport to maintain an Airport Rescue and Firefighting Index Level D.  At present, the Airport is currently published as an Index C Airport and maintains a compliment of fire suppression equipment capable of supporting the current index level.  However, the current compliment of equipment is not sufficient to meet the new Index D mandate outlined in Federal Aviation Regulation (FAR) 139.317.

 

Having to maintain Index Level D at all times does not provide an option to the Airport of removing an ARFF vehicle from service for any period exceeding 48 hours.  If it is unavoidable that an ARFF vehicle should be out of service for a period of 48 hours or greater, the Airport is placed in a position of limiting air carrier operations at San Jose City (SJC) to those aircraft permitted to operate under Index Level C.  The consequence for Mineta San José International Airport is that air carrier B-777 aircraft may not be able to operate at the Airport while Index level D is compromised.

 

The SJC currently has three ARFF vehicles.  SJC has experienced having an ARFF vehicle out of service for unscheduled repairs for more than 48 hours three times in the past year.  Each time, the Airport’s Index level was compromised.  The FAA has worked with the Airport during this time period to implement alternative measures to allow for continued operations of a daily B-777 movement.  The consequences of not pursuing this vehicle with the funding currently available is that the Airport may be required by the FAA to limit air carrier operations to those aircraft within Index Level C standards and restrict aircraft types such as the B-777 and others of similar size from operating at SJC.

 

If approved, this unit will be a fleet addition.

 

 

ANALYSIS

 

A notice inviting bids was published on August 5, 2003.  Bid packages were distributed to a total of 28 companies.  A pre-bid conference was held on August 21, 2003 for the purpose of answering questions from prospective vendors regarding the ARFF vehicle specifications.  On September 4, 2003 two bids were received, publicly opened and are listed in the following table:

 

Company
Bid

8.25 % Sales Tax
Total

Oshkosh (Oshkosh, WI) Demonstrator model

$612,112.00

$50,499.24

$ 662,611.24

Oshkosh (Oshkosh, WI)

New model

$820,908.00

$67,724.91

$ 888,632.91

E-One (Ocala, FL)

New model

$789,991.00

$65,174.26

$ 855,165.26

 

The bid allowed for pricing of new and/or demonstrator models.  E-One bid a new model and Oshkosh bid both a new and demonstrator models.  Oshkosh’s demonstrator meets all specifications.  The unit has less than the specified 650 operational hours and 4500 miles.  All warranties are in-place.  Delivery time is of the essence; the demonstrator unit can be prepared and delivered within 90 days as compared to 425 days for a new model.

 

Staff is recommending the purchase of the demonstrator model. Oshkosh was the low bidder meeting specifications.

 

The City recommends a small contingency of $33,000 in the event that there are any unforeseen changes during the final configuration of the vehicle, prior to final delivery and acceptance.

 

 

PUBLIC OUTREACH

 

The Request for Quotation was posted on the City of San Jose web site.

 

 

COORDINATION

 

This has been coordinated with the City Manager’s Budget Office, the Airport Department and the City Attorney’s Office.

 

 

COST IMPLICATIONS

 

This item is consistent with the Council approved Budget Strategy recommendation under General Principles #2, “We must focus on protecting our vital core city services,” and was approved by Council on June 17, 2003 as part of the Airport’s Fiscal-Year 2003-2004 Capital Budget and 5-Year Capital Improvements Program (CIP).  Grant funding from the Federal Aviation Administration (FAA) has been received to offset 80.59% of the purchase price of this vehicle or $533,998.40.  The maximum grant funding approved for this item is $560,000and will provide for the contingency amount requested.

 

 

BUDGET REFERENCE

 

Fund #

Appn #

Appn Name

RC #

Total

Appn.

Amt. For Contract

Adopted Budget

Last Budget Action

520

4703

Fire Truck

128849

$456,000

$456,000

Page 48

 

527

4005

Non personal /Equipment Operating

080105

$666,000

$206,612

Page 46

 

 

 

CEQA

 

Not a project

 

 

JOSE OBREGON

Director, General Services