Staff recommendation is to approve a change order with Pierce Manufacturing, Inc./Hughes Fire Equipment to add one (1) additional fire truck to the order of two (2) trucks currently under contract.  This truck is a replacement for fire unit #4049, 2009 Sutphen pumper which was totaled during an accident on February 5, 2021.

Fire unit #4049, known as Engine #1, was severely damaged when it tipped onto its side due to icy roads while responding to a two-vehicle crash on I-90 Friday, February 5, 2021. An inspection / estimate report from Frank & Wetch Truck Rebuilders on 2/8/2021 stated that the damage sustained to the cab, chassis and frame and the cost to repair would exceed the value of this unit.  The City is currently under contract with Pierce Mfg. Inc. for the purchase of two (2) Enforcer PUC pumpers that are part of the FY 2021 Equipment Replacement Program. When the original contract was approved and signed, the estimated timeline for manufacturing was 290 to 350 calendar days. If this change order request is approved prior to February 24, 2021, the estimated manufacturing timeline remains the same.

City Council may approve or disapprove, staff recommendation to approve the change order to add one (1) additional truck to the FY2021 fire apparatus order with Pierce Mfg.

Pierce Mfg has stated that they can provide one (1) additional Enforcer PUC pumper at a purchase price of $638,777.00.  The City is currently under contract with Pierce Mfg. for the purchase of two (2) Enforcer PUC pumpers that are part of the FY2021 Equipment Replacement Program budget.  Pierce has indicated that they can and will accept a simple change order to add an additional truck to our current order and their manufacturing timeline.

At the 11/09/2020 Council meeting awarding the original bid, it was noted that the City had set aside $1,350,721 for the purchase of two (2) fire engines which ended up costing $1,295,603.00 This was a savings of $38,767 for the ERP fund.  Unit 4049 (Engine 1) is scheduled to be replaced in the FY2024 ERP with an estimated replacement cost of $776,062.  The City has been setting funds aside on an annual basis within the ERP.  Finance calculates that at the end of FY2021 the City will have set aside $612,850 in the ERP earmarked for the replacement of Engine 1.  If the $38,767 savings from the ERP FY2021 fund to replace Fire units #4061 and #4062 were combined with the amount already set aside in the ERP for the FY2024 replacement of unit #4049 (Engine #1), the City will have sufficient cash to replace the totaled Fire Engine. 

If approved by City Council, a budget amendment for the ERP fund in the amount of $612,850 will be needed in order to spend the funds in FY2021.