Council Communication Office of the City Manager	Date	November 19, 2007
	Agenda Item No. 38 Roll Call No. 07- Communication No. 07-706 Submitted by: Phillip C. Vorlander, Chief of the Fire Department

AGENDA HEADING:

Approving an exception to the procurement ordinance competitive bidding requirements for good cause shown and approving a contract with United Truck and Body for fire engine repair.

SYNOPSIS:

Recommend approval of an exception to the bidding process to award a contract to United Truck & Body (5129 NE 17^th Street, Des Moines). The contract is for repairs to a fire engine (4 Engine, Unit No. 3044) that was damaged when it was struck broadside by another vehicle. Staff requests an exception to the bidding process in order to expedite the repairs and return this frontline engine to service. Informal price quotes were requested from the two local vendors qualified to perform the required services, and United Truck & Body submitted the lower of the two proposals.

FISCAL IMPACT:

Amount: $30,277.25

Funding Source: Fiscal Year 2007-08 Operating Budget, Fire Department – Maintenance and Repair, GE001 FIR010700 Account 526040, page 159. The City Legal Department has advised that the owner, who was also the driver, of the vehicle that struck our apparatus only has $15,000 worth of insurance coverage. However, staff intends to pursue all avenues to be made whole.

ADDITIONAL INFORMATION:

4 Engine, city inventory number 3044, was purchased in 2006. On October 10, 2007, 4 Engine was returning from an emergency response when it was struck broadside by another vehicle that ran a stop sign at the intersection of 19^th Street and Atkins Street.

There are only two facilities in the area qualified to repair the apparatus, given the extent of damage. To obtain a third bid, as required by the procurement ordinance, would necessitate having the damaged apparatus transported by truck to a qualified repair facility at an additional expense. The Des Moines Fire Department received a repair estimate in the amount of $30,277.25 from United Truck & Body, 5129 NE 17^th Street, Des Moines, and another from Majestic Truck Services, 503 1^st Avenue North, Altoona, $37,778.99. The Des Moines Fire Department Superintendent of Maintenance believes the lower bid to be reasonable. The Chief of the Fire Department, believing it to be in the best interests of the City, requested that the City Manager authorize an exception to the procurement ordinance competitive bidding requirements for good cause shown.

PREVIOUS COUNCIL ACTION(S): NONE

BOARD/COMMISSION ACTION(S): NONE

ANTICIPATED ACTIONS AND FUTURE COMMITMENTS: NONE