Consideration and Approval of Contract: A Cooperative Purchase Contract with Hughes Fire Equipment, Inc. in the amount of $1,132,683.10 for two new Pierce Wildfire Type 3 Fire Engines.

1. Approve the Cooperative Purchase Contract with Hughes Fire Equipment, Inc. for two new Pierce Wildfire Type 3 Fire Engines in the amount of $1,132,683.10 utilizing a cooperative agreement with Sourcewell (Contract No. 113021-OKC-1); and 
2. Authorize the City Manager to execute the necessary documents.

Hughes Fire Equipment, Inc. is a fully authorized dealer of Pierce Manufacturing Inc. and sells fire engines. This purchase of two Type 3 Wildfire Fire Engines would replace the current 24-year-old units. By purchasing these new engines, we will decrease down time due to mechanical failures and it will enable safer, more efficient units for use during wildfire incidents. These units would be dispersed around the City for wildfire and other all-risk response needs.

The replacement of the two wildfire engines was approved through a voter bond referendum in Nov 2022.  The amount approved in the Budget as part of the 5 year financial plan is for $2,150,000.00 for two Type III Engines and two Water Tenders in FY2024-25. This purchase accomplishes half the approved replacements with the Type III Engines being the highest priority for replacement and stays within the approved budget. Remaining funds will be used to purchase two future water tenders and to outfit the units with necessary equipment to make them fully operational. While this purchase was not budgeted for in FY2034-24 Budget, the Fire Department budget has sufficient budget due to other delays to equipment deliveries to cover the budget appropriation for this purchase.

FFD identified both of these units in our FLEET approved apparatus replacement plan, as being overdue for replacement. These units can be called out of area based on local, regional, state and national needs to support wildfire efforts. Currently, we do not allow the two older units being replaced to go out of the area due to age and dependability concerns.

Priority Based Budget Key Community Priorities and Objectives
Safe and Healthy Community: Provide public safety services with resources, staff and training responsive to the communities needs. 

Carbon Neutrality Plan
Regional Plan
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.

Funding was approved through a public vote to approve bonds in the November 2022 election and is part of the annual FY 2023-24 budget. 

1. Approve the cooperative purchase contract with Hughes for the replacement wildfire engines; or
2. Reject the cooperative purchase contract and direct staff to conduct a new procurement process; or
3. Reject approval of the purchase of the replacement wildfire engines and continue response in a twenty-four-year-old fire units. 

The national standard for fire engine replacement from front-line service ranges between 10-20 years base on use and typical geographical response. The City, during the recession, moved the replacement of engines up to twenty-five (25) years to reduce capital expenses. Currently, Fleet has moved this back to twenty (20) years due to significant maintenance costs and downtime seen by these older units. We have chosen to go with Pierce due to their highly regarded national reputation for building dependable, safe and functional units. 

The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Sourcewell Purchasing Cooperative conducted a competitive and open procurement process through Request for Proposal Solicitation No. 113021 that resulted in Contract No. 113021-OKC with Hughes Fire Equipment, Inc. is valid and within the scope of the materials and services requested.

Wildfire is one of the highest threats to the city and surrounding areas. By having updated units, we are better prepared for the known risks with dependable, safe and efficient units. The FFD apparatus replacement plan identified too many high priority Fire Department replacement units in the que to support them with current and future identified General Funds. This purchase was presented and approved through the citizen bond committee as a high priority need and placed on the November ballot which was passed by a public vote.

Funds for this purchase are available in the bond funding account.

Purchasing these new units allows our response efforts to be consistent in meeting our mission and the community expectations for public safety response. 

Voter approved through a bond.