Fire Engine Purchase Background
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Charlotte Confer
From:
Autumn Grooms
Sent:
Thursday, February 23, 2023 2:55 PM
To:
Charlotte Confer; Finance - Nicholas DeWin; Robert Weddigen; Martina Longoria;
Michael Long; Chris Richardson; Valerie Ojeda
Subject:
Fwd: [EXTERNAL] RE: El Mirage Fire Truck Contract
Hi All,
Please see below regarding the fire truck.
Thank you,
Autumn
Begin forwarded message:
From: "Carl Eastin (HSD)" <Carl.Eastin@maricopa.gov>
Date: February 23, 2023 at 2:44:50 PM MST
To: Autumn Grooms <agrooms@elmirageaz.gov>
Subject: [EXTERNAL] RE: El Mirage Fire Truck Contract
Hello Autumn,
There is nothing that is necessary at the moment on the City’s end. We have started setting the PO on
our end in order to reimburse the city.
Thank you,
Carl Eastin
Project Coordinatior
Human Services
Housing & Community Development
234 N. Central Avenue Phoenix, AZ 85004
O: 602-372-1533
E: carl.eastin@maricopa.gov
[ Maricopa.Gov ]
Facebook | Instagram | Twitter | YouTube | LinkedIn
From: Autumn Grooms <agrooms@elmirageaz.gov>
Sent: Thursday, February 23, 2023 2:37 PM
To: Carl Eastin (HSD) <Carl.Eastin@maricopa.gov>
Subject: El Mirage Fire Truck Contract
Hi Carl,
2
Our City Council approved the contract last night with HME for the fire truck purchase. Is there anything
additional that is needed from the County or can we begin our internal PO process and send the signed
contract to HME?
Thank you,
Autumn
Autumn Grooms, DPA – Community Services Manager
10000 N. El Mirage Road, El Mirage, Arizona 85335
P: 623-876-2973| E: agrooms@elmirageaz.gov
City Hall Office Hours are Mon. – Thurs. 7 a.m. to 5:30 p.m.
HME, Incorporated
1950 Byron Center Avenue
Wyoming, MI 49519
(616) 534-1463
PROPOSAL FOR HME CUSTOM CHASSIS PUMPER
Updated January 30, 2023
#23925
Chief Michael Long
City of El Mirage Fire Department
13601 N. El Mirage Road
El Mirage, AZ 85335
Dear Chief Long:
Thank you for giving us an opportunity to provide El Mirage with a proposal on behalf of HME Fire Apparatus for a
Model SF-22 custom chassis pumper.
Highlights of the proposed configuration include:
•
1871-W MFDxl cab (100” width) with 12”
raised roof
•
Seating for six personnel
•
Cummins L9 450 HP
•
Allison EVS3000 Transmission
•
320amp Leece-Neville alternator
•
Polished aluminum wheels
•
1000-gallon water tank with integrated
foam tank
•
Hale Q Max 1500 gpm pump
•
Hale FoamLogix 2.1A foam system
•
Stainless steel body construction
•
222.5 cu. ft. total compartment volume
•
24” extended bumper
•
Front bumper discharge and hosewell
•
LED scene lighting
•
Galvanized frame
•
Stainless steel pump frame and plumbing
•
Two rear 2-1/2” discharges
•
Two 1-3/4” crosslay hosebeds
•
RH LDH discharge
•
Vertical in-body ladder storage
•
Remote, bus-style mirrors
•
In-cab switches for telescoping scene lights
•
Driver’s and passenger’s side battery
terminals
•
Final inspection trip for three (3)
department representatives. All expenses
shall be for the account of RedSky
Emergency Vehicles and include air fare,
hotel, all meals, and ground transportation.
Department representatives shall be
accompanied by RedSky representative.
RedSky will provide two week’s notice of
final inspection dates and make all travel
arrangements.
We are pleased to extend the pricing listed below using Sourcewell Contract 113021-HME.
Pricing:
Description
Unit Price
One (1) HME SF-22 Custom Pumper on a Model 1871W chassis as per the
attached specifications (Schedule A)
$690,443.00
Modifications and equipment, per attached details (Schedule B)
$87,179.00
Sub-Total
$777,622.00
TPT Taxes, Arizona State / Maricopa County (6.3%) and City of El Mirage (3%)
$72,318.85
One HME SF-22 Custom Pumper with Requested Upgrades and Modifications
$849,940.85
HME, Incorporated
1950 Byron Center Avenue
Wyoming, MI 49519
(616) 534-1463
Terms
Payment Terms: Payment shall be made directly to HME, Inc. $754,654.00 is due at time pumper is complete at
HME Inc. facility. Balance due for modifications, equipment and applicable taxes upon delivery to
City of El Mirage Fire Department. Balance will be invoiced separately.
Delivery:
Estimated completion of custom pumper within 90 - 120 days after receipt of order. Estimated
completion of requested modifications, provision of equipment and final delivery to be within an
additional 75 – 90 days.
Delivery Terms: FOB City of El Mirage Fire Department. NOTE: Transportation to be supplied by
RedSky Emergency Vehicles. Applicable certificate of insurance to be furnished to
City of El Mirage Fire Department prior to transport.
Validity:
First come, first serve
With best regards,
Peter Cavalieri
Sales Representative
Replacement Apparatus - Fire Engine
Overview
Submitted By
Michael Long, Fire Chief
Request Owner
Ben Williams
Department
Fire
Type
Capital Equipment
Project Number
62201
Description
Purchase of new apparatus (Engine) as a replacement for a currently in-service reserve apparatus (Engine) that has exhausted its usable life. This
request includes costs related to design, construction, travel to the factory for all key stages of construction, equipment, radios, computers, in cab
communications systems, headsets, portable radio chargers, and installation of locally appropriated items necessary to place apparatus in service.
The apparatus will consist of a crew cab/compartment, a minimum of a 380 hp diesel engine, a minimum 500-gallon water tank, foam system,
minimum 1250 gallons per minute pump, automatic transmission, 4 cross lay hose bays, and a complete complement of ground ladders. This, as with
most fire apparatus, will be a custom-designed apparatus to meet the exact needs and specifications of the City of El Mirage and its fire suppression
requirements.
The current reserve apparatus is beyond its service life, resulting in an increasing number of costly non-warrantied repairs and increased out of
service time. This reserve unit will be replaced by the 2010 Engine, with an expected continued service life of 5 years. The new apparatus would be
placed in service as the front line engine with an expected life of 10 years, with an additional 5 years as a reserve unit. The El Mirage City
Council continued goal is to ensure the citizens of El Mirage receive the highest level of fire and life safety services. The purchase and replacement of
this apparatus will ensure and enhance the ability of the El Mirage Fire Department to continue providing this high level of service. Grant funding
will be pursued for this request.
The 2021 National Community Survey found that 50% of El Mirage residents rank their overall feeling of safety favorably while 84% report feeling
safe from fire, flood, or other national disaster. 81% rank the quality of fire services favorably, 65% rank the quality of fire prevention and education
favorably, and 95% of residents feel it is important for the city to focus on the overall feeling of safety in the next 2 years.
Modified - Added $100,000 in costs in FY 23.
Images
Fire Engine
Details
Division
Fire General
New Purchase or Replacement
Replacement
New or Used Vehicle
New Vehicle
Useful Life
10 or more years
Strategic Priority
Safe Community
Grant Funding
Yes
Bond Eligible
No
Project Status
Modified
City of El Mirage | Budget Book 2023
Page 403
City Manager’s Office
10000 North El Mirage Rd., El Mirage 85335
623-972-8116; TDD 623-933-3258
www.elmirageaz.gov
MEMORANDUM
TO:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:
CITY MANAGER J. CRYSTAL DYCHES
SUBJECT:
STATE AND LOCAL FISCAL RECOVERY FUNDS (SLFRF)
DATE:
JUNE 13, 2022
BACKGROUND: The American Rescue Plan Act (ARPA) passed in March 2021 provides $1.9 trillion in overall national
spending to support relief and economic recovery efforts. A total of $350 billion in assistance was allocated to local
governments to replenish lost revenue, cover increased expenditures, and mitigate economic harm from the COVID-19
pandemic.
The City of El Mirage will receive $11,940,792 in State and Local Fiscal Recovery Funds (SLFRF) from the ARPA. In June
2021, the City received a payment of $5,970,395.91 and will receive an equal payment in June 2022. The City may spend
the funds through December 31, 2024.
At the Worksession on August 17, 2021, staff sought policy guidance on how to strategically distribute the funds. In
September 2021, the City Council adopted Resolution R21-09-22 stating the intended uses of the Coronavirus State and
Local Fiscal Recovery Funds allotment.
On January 6, 2022, the US Department of Treasury released the Final Rule on the use of the SLFRF funds. The provisions
in this final rule were effective April 1, 2022. An executive summary of major changes and clarifications to the Final Rule is
attached. You can view the Final Rule in its entirety, at https://home.treasury.gov/system/files/136/SLFRF-Final-Rule.pdf.
To ensure that all awarded funds are spent within the time frame allotted, Staff has drafted Resolution #R22-06-16, which
replaces Resolution #R21-09-22, stating the intended uses of the State and Local Fiscal Recovery Funds allotment.
ELIGIBLE USE: REPLENISHMENT OF LOST REVENUE
The most flexible spending category under the SLFRF grant program is “Replacement of Lost Revenue” for government
services, which the final rule says generally includes any service traditionally provided by local governments. To take
advantage of this category of spending, the Interim Rule required all grantees, regardless of size, to perform a complex
calculation to determine how much revenue a locality could claim as lost. Based on the revenue loss calculation, El
Mirage’s lost revenue was $6,160,155.
The Final Rule presents a significantly simpler option by permitting local governments to choose a “standard allowance”
for lost revenue of up to $10 million for the lifetime of their grant. El Mirage will select the standard allowance, which will
streamline reporting requirements.
The projects included in this memo exceed the SLFRF allocation. The City has budgeted General Fund money to cover the
balance. After the SLFRF funds have been spent, Council will have an opportunity to reevaluate projects to be completed
with General Funds. In essence, staff will spend SLFRF funds first to ensure all awarded funds are spent within the time
frame allotted. So while we have continued to list intended uses under eligible categories, staff will identify nearly $2M to
2
be reported under other eligible categories. Staff may also request Council consideration of SLFRF funding of other
eligible expenses.
Northern Parkway Corridor
The Northern Parkway project extends 12.5 miles between Loop 303 and US 60 in Maricopa County. When completed,
Northern Parkway will be a high capacity, limited access roadway with overpasses at major intersections. The project is a
partnership between Maricopa County, the Cities of El Mirage, Glendale and Peoria, and the Maricopa Association of
Governments (MAG). Alternative funding sources for The Northern Parkway project are limited; this project would
require payment from the general fund if not paid for with the ARPA allocation.
FY22 Allocation
FY23 Allocation
FY24 Allocation
Total
$0
$500,000
$5,470,000
$5,970,000
City Council Chamber Technology Upgrade
The Council Chambers were built with City Hall in 2016. Live, remote meetings were not planned or considered in the
design. A technology update is needed to accommodate Council’s request to video record/live stream City Council
Meetings. The upgrade will enhance sound and make the room usable for other types of meetings that do not take
place using the dais. This project is not ongoing and therefore, does not require consideration for alternative funding
sources.
FY22 Allocation
FY23 Allocation
FY24 Allocation
Total
$0
$70,000
$0
$70,000
ELIGIBLE USE: RESPONDING TO PUBLIC HEALTH & SAFETY NEEDS
The SLFRF allows Cities to cover increased expenditures to address public health and safety. Recovery Funds can be used
to support a public health response; and address public safety in communities where an increase in violence, or increased
difficulty in accessing or providing services to respond to or mitigate the effects of violence, as a result of the pandemic.
Police Neighborhood Enforcement Team (NET)
The NET community policing team will be hired to directly respond to the ongoing gun violence emergency associated
with the pandemic, and build a safer, healthier El Mirage community. Funding includes one (1) Police Sergeant and
three (3) Police Officers, along with four (4) police vehicles and equipment. The personnel numbers are estimates and
staff will submit actual costs for grant purposes even if they exceed our estimate. These staff positions were created
with the initial ARPA award allocation. As ARPA funding wanes, Council will need to consider how these positions will be
funded. Traditionally, funding is limited for established positions and the City would need to look to the general fund to
maintain staffing these positions.
FY22 Allocation
FY23 Allocation
FY24 Allocation
Total
$611,000
$415,000
$415,000
$1,441,000
3
Police Officer Attrition
This funding will maintain staffing levels at the El Mirage Police Department due to pandemic related retirements and
increased gun violence. Funding includes a Police Lieutenant position and three (3) Police Officer positions. These staff
positions were created with the initial ARPA award allocation. As ARPA funding wanes, Council will need to consider
how these positions will be funded.
FY22 Allocation
Allocation
FY24 Allocation
Total
$322,000
$428,000
$428,000
$1,178,000
Paramedic/Firefighter
These Firefighter/Paramedics will be able to administer vaccines and assist with the public health emergency due to the
pandemic. This includes two (2) Firefighter/Paramedics positions to work a 40-hour week. The personnel numbers are
estimates and staff will submit actual costs for grant purposes. These staff positions were created with the initial ARPA
award allocation. As ARPA funding wanes, Council will need to consider how these positions will be funded.
FY22 Allocation
FY23 Allocation
FY24 Allocation
Total
$108,000
$185,000
$185,000
$478,000
Emergency Operations Center
This funding is for changing the audiovisual components in the Fire Station community room that also functions as the
City's Emergency Operations Center (EOC). This communication project will assist in responding to specific pandemic-
related public health needs. This project is not ongoing and does not require consideration for alternative funding
sources.
FY22 Allocation
FY23 Allocation
FY24 Allocation
Total
$60,000
$0
$0
$60,000
Fire Engine
The purchase of new apparatus (Engine) to replace the current in-service reserve apparatus that has exhausted its
usable life. This request includes costs related to design, construction, travel to the factory for all key stages of
construction and equipment installation. The apparatus will consist of a crew cab, and a minimum of 380 hp diesel
engine, 500-gallon water tank, foam system, 1250 gallons per minute pump, automatic transmission, 4 cross lay hose
bays, and a complete complement of ground ladders.
The City is expecting to receive CDBG funding for a portion of the Engine. Staff continues to work with Maricopa County
staff regarding potential CDBG funding from HUD for the new fire engine. The County has not received an update the
new fiscal year funding allocation and is still working with other municipalities within the CDAC to determine how much
funding will be returned from current projects. These factors will determine the amount of funding El Mirage will be
eligible to receive. Because this is a one-time purchase, applying for additional grants would delay receipt of the truck.
Any purchase or negotiation of the fire truck purchase prior to the receipt of a CDBG award would void the award.
FY22 Allocation
FY23 Allocation
FY24 Allocation
Total
$0
$800,000
$0
$800,000
AGENDA ITEM 6.1.
REQUEST FOR COUNCIL ACTION
DATE SUBMITTED:
09/23/2021
TYPE OF ACTION:
Resolution
SUBJECT: Public hearing, closure of public hearing, followed by
consideration and action to approve Resolution R 21-10-24 authorizing the
City to submit a grant application to Maricopa County Community
Development Division (MCCD) for FY2022-23 Community Development
Block Grant (CDBG) funds, and execute subsequent award agreements, to
purchase a new fire truck and accessories, and authorize Finance to make
necessary budget transfers. (Grants/Fire)
Motion carried unanimously - (7/0)
DATE ACTION REQUESTED:
10/05/2021
AGENDA SECTION: Regular
TO: Mayor and Council
FROM: Autumn Grooms, Grants and Special Programs Administrator
RECOMMENDATION:
Approve Resolution R 21-10-24 authorizing submittal of a CDBG application to MCCD for the FY2022-23 grant period,
acceptance/execution of grant agreements, and authorize Finance to make necessary budget transfers.
PROPOSED MOTION:
I move to approve Resolution R21-10-24 as presented.
BACKGROUND:
The City is seeking a new Class A pumper fire truck with seating for six. The truck will have a 1500 gpm pump, 500 gallon water
tank, and a compliment of ground ladders, hoses, appliances, tools, etc. as required by NFPA. Radio and communications
equipment will be installed after receiving the apparatus. The pumper will have a diesel engine and automatic transmission with a
roof-mounted air conditioner and a climate-controlled unit for medication storage. The project is scalable based on funding
availability. Approval will allow the City to apply for CDBG funding and accept the grant if funded. CDBG funding is administered
by MCCD and scored by CDAC through competitive ranking.
BUDGETED:
Yes
SUFFICIENT FUNDS: Yes
CIP:
Yes
MULTI-YEAR:
No
Fiscal Impact
AMOUNT REQUESTED:
$750,000
FISCAL YEAR:
FY22-23
ACCOUNT TO BE CHARGED:
149-4-1231-217
Attachments
CDBG Resolution R21-10-24
Fire Department
13601 N El Mirage Road, El Mirage AZ 85335
623-583-7968; Fax 623-583-8257
www.elmirageaz.gov
To:
AUTUMN GROOMS, COMMUNITY SERVICES MANAGER; VALERIE OJEDA,
PROCUREMENT MANAGER; ROBERT WEDDIGEN, FINANCE DIRECTOR;
AND NICK DEWIN, FINANCE MANAGER
FROM:
CHRIS RICHARDSON, ASSITANT FIRE CHIEF
SUBJECT: PROCUREMENT METHOD UTILIZED FOR CDBG FIRETRUCK PURCHASE
DATE:
January 31, 2023
To meet the procurement guidelines for the purchase of the approved fire engine, the Fire
Department has identified a unit for purchase from HME Incorporated. HME Incorporated is
providing the City of El Mirage pricing for this unit, in accordance with Sourcewell
Cooperative pricing contract #113021. In selecting this unit, cost and availability were a
priority. HME Incorporated was able to provide a unit with the shortest delivery time that
meets the needs of the El Mirage Fire Department. The cost consideration was
accommodated by using Sourcewell and the benefit provided by the value of cooperative
purchasing.
If you have any questions, please feel free to contact me.