Consideration and Approval of Contract:  Cooperative Purchase Contract with Hughes Fire Equipment, Inc. in the amount of $1,064,108,07, plus fees and costs, for the purchase of two Fire Department Water Tenders with Bond funding.
 

1. Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. in the amount of $1,064,108,07, plus fees and costs, for the purchase of two Fire Department Water Tenders with Bond funding; and
2. Authorize the City Manager to execute the necessary documents.

 A water tender is a specialized vehicle that brings large amounts of water to a fire incident.  The proposed Flagstaff Fire Department tenders are equipped with 2000-gallon tanks to help support smaller engines with additional water already operating on the fire.  The use is typically for wildfires, but can also be used for interstate fires or structure fires in areas with limited water supply.  Wildfires continue to increase in size, intensity, and cost in and around our community. Maintaining a quick, effective, and safe response by the Flagstaff Fire Department is critical to protecting our community and surrounding public forests. In response to increased wildfire threats in our area, FFD is recommending that the City Council approve a Cooperative Purchase Contract replacing two 20+-year-old fire Water Tenders with new units and funded through voter-approved Prop 441 funding. This purchase helps increase dependability by replacing older aged-out units and provides up-to-date safety equipment for our membership. FFD has chosen to work with Hughes Fire Equipment, Inc. through a vetted cooperative agreement. This company has also proven a high quality of work, and history with excellent warranty support.

Project Name: Prop 441 Bond Funding for replacement of two Fire Department Water Tenders
Cost: $1,064,108.07
Account Number Budgeted: Bond Account - 410-03-051-0205-2-4401
FY2024-25 Budgeted Amount:$2,295,000
Grant Funded: No
Funding Source: Bond Funding plus money from General Fund to cover the gap approved by the City Budget Team in March of 2024.

The City Council, along with a Citizens Committee was informed and approved the voter 441 bond funding initiative to purchase two new Water Tenders for the Fire Department. We also held multiple public meetings to discuss the project and the purchasing of these units before the bond went to vote.

1. Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. for the two new Water Tenders with Bond funding; or
2. Not purchase the units and maintain the use of the current 20+ year old units.

In 2021 a capital deficit was identified in the Fire Department that could not be covered by normal general funds. A bond committee was established to identify various unfunded capital projects in the city. The Fire Department was approved to place four (4) 20+ -year-old aged-out units that were not part of the current FLEET replacement plan. Two of those units have been purchased and the two Water Tenders are the two remaining to complete the voter-approved Fire Department initiative. These units will keep the Fire Department with dependable, safe, and efficient equipment for the various uses in which they serve. 

City of Flagstaff Procurement department completed a review of an agency contract through the Houston-Galveston-Area-Council Cooperative Purchasing Program (HGAC). HGAC conducted a competitive open procurement through Request For Proposals ID:FS12-23 that resulted in contract FS12-23 with the Contractor.

Performance-Based Budget Priorities:
Safe & Healthy Community - Provide public safety with the resources, staff, and training to respond to community needs.
High Performing Governance - Serve the public by providing high-quality internal and external service.

Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.

Reduces carbon emission through wildfire mitigation.

Part of the 8-year Apparatus capital replacement plan.