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Home My WebLink About3/3/2004 - STAFF REPORTS (3) Date: March 3, 2004 To: City Council From: Fire Chief, Police Chief, Director of Aviation and Director of Procurement & Contracting APPROVE THE PURCHASE OF MOBILE COMMAND AND COMMUNICATIONS VEHICLE RECOMMENDATION: It is recommended that the City Council approve the cooperative purchase of a mobile command and communications vehicle from Universal Specialty Vehicles of Perris, CA, in the amount of $410,041.81 to provide comprehensive command and control functions necessary to manage large-scale emergencies. SUMMARY: This purchase will provide a mobile command post to be utilized for incident command and control activities by the Fire Department, the Police Department and the Palm Springs International Airport. No general fund monies are being utilized for the purchase of this vehicle. The sources of funding for this purchase are gifts and federal grants received specifically for this purchase and receipts from the sale of Federal Aviation Administration (FAA) funded surplus equipment that the FAA has allowed the City to retain for this purpose. BACKGROUND: Communication is central to the City's public safety service providers' ability to effectively respond to large and/or catastrophic incidents. Such incidents often require intercommunication with a number of different responding agencies and the ability to coordinate efforts depends on the ability to communicate. Mobile command and communications vehicles ("mobile command posts") are designed to function as the communications and command and control centers for such situations, providing "Unified Command" of incident response. In 1991, the Department of Aviation, as part of guidelines for emergency response from the FAA, purchased and renovated a used mobile home to provide such functionality for incidents at the Palm Springs International Airport. Due to changes in communications technology, old age, the need to provide unified command capabilities to the Police, Fire and other participating agencies/departments, and the increasing needs to respond to Homeland Security issues, the existing mobile command post, dedicated solely to Airport incidents, no longer is adequate to meet the City's needs. Staff from the Airport, Police and Fire Departments worked together to determine their needs, to identify communications capabilities that might be required during major incidents, to identify other agencies with which they may need to communicate during incident command and to identify funding sources that might lessen the impact of such a purchase on the City's general fund. As this process progressed, staff learned that the Riverside County Sheriff's and Fire Departments were working in concert with the City of Chino to identify manufacturers�� capable of producing such specialized vehicles. To pool the various agencies' buying power, conceptual designs and pricing proposals were solicited for a model of vehicle Purchase of Mobile Command & Communications Vehicle March 3, 2004 Page 2 acceptable to all agencies that would be configurable for the needs of each participating agency. Proposals were requested from all firms known to manufacture and provide this type of vehicle in Southern California. Those solicited included Fleetwood Enterprises, Winnebago, 911 Vehicles, Mattman Vehicles and Universal Specialty Vehicles. Universal Specialty Vehicles in Perris was the only firm capable of producing the vehicles that offered affordable discounted pricing for the purchase of multiple vehicles (other pricing proposals received were approximately double the cost from Universal Specialty Vehicles). The County of Riverside is in the process of purchasing 3 units — 2 by the Fire Department and 1 for the Sheriff's Department. The opportunity to cooperatively purchase this type of unit at this price point is only available during the time in which the manufacturer is producing the vehicles that are to be interoperable. The mobile command and communications vehicle will enhance the delivery of public safety services to the city and the Coachella Valley. The proposed vehicle, a 36' motor home style commercial bus chassis will allow comprehensive command and control functions necessary to manage large-scale emergencies from the incident location. This vehicle will be equipped with a state of the art communications system that can operate as a stand-alone dispatch center for 911 calls, or be dedicated to interagency radio communications among all the agencies involved in the emergency. This vehicle can be set up and operational within one hour, and is equipped for operation in the field for many days, if necessary. A floor plan of the proposed vehicle is attached. No general fund monies will be required for this purchase. The sources of funding for this purchase are gifts and federal grants received specifically for this purchase and receipts from the sale of FAA-funded surplus equipment that the FAA has allowed the City to retain for this purpose. The mobile command and communication vehicle will incur ongoing costs for maintenance (gas, oil, tires, etc.) and insurance. The maintenance and insurance is estimated to be between $6,000 and $8,000 per year. We will not collect depreciation on the vehicle. These costs will be divided between the Airport and the Police and Fire Departments. 3A)%, Purchase of Mobile Command & Communications Vehicle March 3, 2004 Page 3 Funds are available as follows: Amount Account Source $100,000.00 261-3600-53015 Gift from Agua Caliente Band of Cahuilla Indians (April 2002) FY03 Homeland Security Grant Part II $77,538.84 261-3600-TBD Supplemental Appropriation—City's Police and Fire allocation FY03 Homeland Security Grant Part II $50,000.00 261-3600-TBD Supplemental Appropriation—from County EMS Agency allocation FY03 Homeland Security Grant Part II $26,000.00 261-3600-TBD Supplemental Appropriation—from Riverside County Fire Department allocation $156,502.97 415-6075-53015 Portion of sale revenue from surplus ARFF units $410 041.81 APPROVED: BARY A. FREET GARY JEANDRON Fire Chief Police Chief C- _ HAROLD E. GOOD, CPPO RICHARD S. WALSH, A.A.E. Director of Procurement and Contracting Director of Aviation APPROVED: DAVID H. READY CITY MANAGER Attachments: Vehicle Floor Plan 3 )93Minute Order REVIEWED BY DEPI OF FINANCE flay. 6 O N O A PRELIMINARY N N kup Pom7 vzmr CASE 2'x 24' JW STMGE GAIN!, c 701D� MGM TABLE _ H W6NOW 29'X 46' 12'AWB(NC f6'AWWW m A pB0 [VIM 1:31ow COf7EE ow F777BY 6610 SyNP7 0 y� Cn 77 FAX/ IiFlW7 r 7pp CDM 1 11 +' GALLEY f`6"I` h m 0 ---- - yp77 " 7ABLE h x o H COMMUNICATIONS � srwAEx7E77s s s n r r Cyr � �c r m WbBx a. _ Now TOP n OHC I I ONC 3:r n ale I OBO iW 1 71C 0 CABfwr O (D A ZC W B4 W ZC � J La N ANDY AND MARY HALL, UNIVERSAL SPECIALTY VEHICLESI/21/2004 816 AMPSFD-FP-2a.dw `9'e\ DRAWNLI/19;/04 PALM SPRINGS FIRE, Universal SHEET l POLICE & AIRPORT p PERRI "C.-. 9 70 J COMMAND �1p/e7c„ialty (909)9, cA 47 FA aF In FLOOR PLAN-2 Vehicles (90B)943-7747 fAX(909)943-7321 I a ID ty PRELIMINARY N 0 yc1 2'-1" r .Vc yc . ❑°❑❑❑❑❑ ❑❑❑❑❑❑ N a o 0 0 0 e o a o o a N Fn IF,r rr nmr rr 0 0 sar a SFA MT o sm H e C m A N r En PASSENGER SIDE VIEW m n H m yc yc yc r -i 000 00 0 oA& m m 00 = A X' ru/�ra oar[rm y FF I 00 RnnH ED a m N DRIVERS SIDE VIEW ANDY AND MARY HALL, UNIVERSAL SPECIALTY VEHICLESI/21/2004 8112 AMPSFD-2- ELV.dw PALM SPRINGS FIRE, I Universal SNEET VE POLICE & AIRPORT P9052 HM D 70 f /'/04 COMMAND Spe�Grprty P��S, -7 47 FA of A"ROM U' FLOOR PLAN-2 Vehicles {9�9)943-7747 FAX(909)913-7321 � � N MINUTE ORDER NO. APPROVING THE COOPERATIVE PURCHASE OF A MOBILE COMMAND AND COMMUNICATIONS VEHICLE FROM UNIVERSAL SPECIALTY VEHICLES OF PERRIS, CA, IN THE AMOUNT OF $410,041.81. I HEREBY CERTIFY that this Minute Order, approving the cooperative purchase of a mobile command and communications vehicle from Universal Specialty Vehicles of Perris, CA, in the amount of $410,041.81 was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 3rd day of March, 2004. BY: PATRICIA A. SANDERS City Clerk