To: Board of Directors
From: Lewis Broschard, Chief, Contra Costa County Fire Protection District
Report Title: Exchange of 2 Surplus Type 1 Fire Engines for Training Apparatus
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
1. DETERMINE that it is reasonable and necessary to pre-authorize the Fire Chief, or designee, to locate, inspect, negotiate, and acquire a tractor-drawn aerial apparatus to be used solely for driver training.
2. DETERMINE that due to the unique nature of acquiring a used fire apparatus for driver training, deviating from standard purchasing practices is reasonable and necessary.
3. DECLARE that two Type 1 fire engines are surplus property not required for District purposes and AUTHORIZE the Fire Chief, or designee, to dispose of those vehicles.
4. APPROVE and AUTHORIZE the Fire Chief, or designee, to acquire a used tractor-drawn aerial apparatus for training purposes via sole source by exchanging two surplus Type 1 fire engines owned by the District for the aerial apparatus owned by a third-party vendor.
5. APPROVE and AUTHORIZE the Fire Chief, or designee, to execute an agreement and related documents for the exchange of the above vehicles, subject to the approval of County Counsel and the County Administrators Office.
FISCAL IMPACT:
The transaction alleviates the District from expending funds for the purchase of a tractor-drawn aerial training apparatus. Registration or other nominal costs are funded through the CCCFPD General Operating Fund.
BACKGROUND:
The District operates a fleet of tractor-drawn aerial apparatus. Several of these apparatus are articulating bodies with a driver in the front and a driver in the rear, known as the “tiller.” This rear steering capability allows firefighters to access tight spaces and streets while delivering a 100-foot aerial ladder to a scene for rescue and firefighting capabilities.
These apparatus cost more than $2 million if purchased new. It has been the practice to use a retired tractor-drawn aerial apparatus for driver training. The District’s first and current training tiller, a 1991 model that was purchased used in 2015 from another department, is currently out of service, and locating parts and ongoing repairs are impacting its use. It has been determined this 33-year-old apparatus is now at the end of its service life.
All District tractor-drawn aerial apparatus are used for front-line daily service and they are far from retired. Therefore, it is necessary to acquire a used apparatus from another agency or broker to be used for driver training purposes.
Generally, the District is not in the business of buying used apparatus. However, in this case, it is most appropriate when used in this limited capacity for driver training to limit potential incidents causing damage to more costly front-line equipment. Although the District normally uses a purchasing process involving multiple quotes when purchasing new equipment, using that process for used apparatus is unreasonable as there could never be a true cost comparison due to varying manufacturers, mileage, and condition of used apparatus. For that reason, the District is proposing to use a sole source purchasing method for the used apparatus and is requesting authority to promptly proceed in that manner.
On January 16, 2024, the Board previously adopted an order approving the requested sole source purchasing authority for the used apparatus. Subsequently, the District proceeded to locate and compare appropriate used apparatus and negotiated for a potential purchase. The best deal for the District is used apparatus that a third-party owner is not willing to sell outright but is willing to exchange with the District for the following two Type 1 fire engines currently owned by the District:
2002 KME, VIN 1K9AF42872N058536, California License #1092613 (County asset # CC130511, Unit 128)
2002 KME, VIN 1K9AF42802N058538, California License #1092622 (County asset # CC130509, Unit 130)
To enable that transaction to be completed, it is hereby requested that the Board reaffirm the previously-approved sole sourcing authority, declare as surplus the above two Type 1 fire engines that are not essential for District operations, and authorize the Fire Chief, or designee, to execute an agreement for the proposed even exchange at no cost to the District.
CONSEQUENCE OF NEGATIVE ACTION:
If this item is not approved, the District may be unable to acquire the used tractor-drawn aerial apparatus needed for current District operations and will probably lose out on the proposed even exchange that is currently available to the District.