12-10-12 Regular Meeting of La Porte City Council

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Memorandum of - ., •' r .Sutphen Corporation 1. Intent: The City of La Porte, Texas desires to standardize its fleet of pumper trucks. Standardization provides a number of benefits, such as uniformity of parts, streamlined maintenance and parts replacement, and trucks can be more easily utilized by fire personnel from each station because equipment and materials can be stored in identical layouts among numerous trucks. Additionally, standardization can provide an opportunity for the City to realize substantial cost savings, The Fleet Maintenance Replacement schedule identifies five pumpers that will be due for replacement in the next five years (2013-2017). The Fire Department conducted an evaluation of the various manufacturers of pumper trucks and determined that Heavy Duty Sutphen "Shield 2" pumpers provided the best truck for the department's needs. The City recently placed an order for one of these pumpers based on the Austin Buy Board Purchasing Cooperative, for an anticipated delivery in November 2012. 2. Standardization Implementation: The City accepts the proposal from Sutphen Corporation (attached hereto as "Exhibit A" and incorporated by reference for all purposes), which references the procurement of one (1) or more Heavy Duty Sutphen "Shield S-2" pumper trucks and would like to take advantage of the offer to have the option to purchase up to five (5) pumper trucks based of the time frame and pricing structure included in the Sutphen proposal. The Sutphen proposal details the specifications and pricing per the 2011-2012 Austin BuyBoard Contract #323-09 and the requested amendment to the proposal, which included a minor change to 10/4 cable and the addition of an Akron junction box totaling $640. 3. Appropriation by the City Council: It is mutually understood that unforeseen circumstances could interrupt the equipment replacement schedule as it exists today. Both parties recognize and accept that all purchases must be approved by the La Porte City Council on a yearly basis and that the Council, in its sole discretion, has the right to delay and/or eliminate funding in a given fiscal year for equipment included in the Fleet Replacement Schedule. The City shall not be obligated to purchase any equipment in the event that funding for equipment is not made available for any reason. 4. Change in Pricing: It is mutually understood that the pricing structure, as presented in the attachments, shall represent the maximum price that would be charged for each piece of equipment under this Memorandum of Understanding. Should more advantageous pricing be available for identical equipment, the City shall have the right to purchase equipment from Sutphen at the lower price. Additionally, it is also understood that there may be mandated changes, like an EPA or NFPA requirement(s), that may result in additional expense to the final cost. Both parties will mutually agree