08-27-2025 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Fischer and Members of the City Council FROM: Laura Linehan, Assistant City Administrator Sam Magureanu, Finance Director DATE: September 10, 2025 RE: Authorize the Purchase of a New Fire Engine ACTION TO BE CONSIDERED: Motion to authorize the purchase of a new Fire Engine for the replacement of Engine 218 from MacQueen Equipment, LLC in the amount of $1,331,640, approve a 50% prepayment at contract signing, and authorize the City Administrator to sign the purchase agreement. BACKGROUND: Little Canada Fire Department (LCFD) Engine 218 was placed into service in 2006 and is scheduled for replacement in 2028 as part of the Fire Department’s long-term capital improvement plan. The replacement is currently programmed in Capital Fund (457) for 2028. However, as the department experienced during the purchase of the new ladder truck, the cost of fire apparatus and manufacturer build times have risen dramatically. To prepare for this replacement, LCFD formed a committee to develop updated specifications for the new Engine. The committee used the specifications from the engine purchased in 2017 as a base, making modifications to address current operational needs and forecast potential future operational requirements. This ensures consistency within the fleet while incorporating necessary improvements. When first forecasted, the replacement of Engine 218 was estimated at $988,256, based on prior purchases and projected annual inflation. The current proposal is $1,331,640, after a prepayment discount of $93,081, with an estimated build time of 48–52 months. If the City waits until 2028 to place the order, the apparatus would not be delivered until late 2032. By placing the order now, delivery would occur in late 2029 or early 2030, and the city would avoid additional cost escalation. The Little Canada Fire Board of Directors has reviewed and approved both the updated specifications and the proposal and is forwarding this recommendation to the City Council for consideration. Fire Chief Don Smiley has included a memo with additional information. SOURCE OF FUNDS: The truck replacement will be funded from the Capital Fund (457). The current balance at the end of 2024 in the Fund was approximately $1,503,146.