TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: July 14, 2025 Report No. FIRE-25-005
TO: Council
FROM: Matt Furlot, Fire Chief
SUBJECT: Sale of Heavy Rescue and Purchase of Light Rescue Apparatus
RECOMMENDATION:
Recommendation
That Council approve the right-sized procurement of a Light Rescue apparatus from Fort Garry Fire Trucks, not to exceed $350,000 inclusive of fees and taxes, and authorize the consignment sale of the 2021 Heavy Rescue truck, contingent on achieving a minimum proceed value of $600,000, as described in Staff Report FIRE-25-005.
Body
EXECUTIVE SUMMARY:
Esquimalt Fire Rescue Services (EFRS) has completed a thorough internal needs assessment that determined the current Heavy Rescue unit is oversized and not well-suited to the Township’s operational profile. A Light Rescue apparatus would provide the necessary capabilities in a more efficient, maneuverable, and cost-effective platform.
Normally, this type of replacement would follow a longer-term capital planning and procurement process, including updates to the 5-Year Financial Plan and issuing a formal RFP. The typical timeline for delivery of a new build is 24 to 30 months, with expected costs in the $350,000 - $400,000 range for a Light Rescue and $1.3 million for a new Heavy Rescue.
However, during this review process, staff identified a unique opportunity: a lightly used 2024 Light Rescue apparatus available through Fort Garry Fire Trucks for $300,000, with delivery in 10 weeks. The vehicle meets all operational requirements and is backed by full warranties.
Fort Garry is able to consign the 2021 Heavy Rescue, with a target sale price of $675,000, allowing for a timely, cost-neutral transition. This approach preserves asset value, improves operational fit, and avoids unnecessary capital costs and delays.
BACKGROUND:
In 2021, EFRS added a Heavy Rescue truck to its front-line fleet. While the apparatus has served reliably, a 2025 review by a cross-functional committee (including union and exempt staff, apparatus drivers, officers, and the Assistant Chief) revealed that the truck’s size and configuration exceed Esquimalt’s needs.
Key findings:
• The Heavy Rescue is slower, harder to maneuver, and underutilized for most calls
• A Light Rescue would still support all required functions: rapid medical response, technical rescue, auto extrication, confined space, and tower crane response
• A lighter, more agile unit would improve operational efficiency and reduce wear, fuel, and insurance costs
Staff also consulted the Township’s certified fire apparatus mechanic, who raised no concerns regarding the transition. Multiple vendors were contacted about availability and timelines. All except Fort Garry confirmed that a new Light Rescue build would require 24-30 months and that no suitable used units were currently available.
Chronology:
ANALYSIS:
Standard Process
If the Township pursued a conventional replacement, it would involve:
• Updating the 5-Year Financial Plan and Fire Department Fleet Strategy
• Issuing a formal RFP and evaluating competitive bids
• A wait of approximately 2-2.5 years for build and delivery
• Continued depreciation and operational mismatch with the Heavy Rescue
Unique Opportunity
• Fort Garry Fire Trucks has offered a 2024 Light Rescue apparatus (see Attachment 1: 2024 Light Rescue Specifications) that meets all operational needs and would be available in 10 weeks. Key details:
• Chassis: Dodge F5500 Crew Cab
• Features: Walk-around aluminum body, roll-up doors, full lighting and warranty package
• Current mileage: 12,000 km
• Cost: $300,000 (below the $350,000 - $400,000 typical range)
Fort Garry also proposed a consignment sale of the existing Heavy Rescue truck, with the following terms:
• Estimated resale value: $675,000
• 10% consignment fee: $67,500
• Proceeds: $607,500
This approach allows the Township to make the appropriate changes to its capabilities while recovering $300,000 into the capital Fleet renewal plan.
While this replacement was not included in the department’s current capital plan, it is consistent with EFRS's apparatus optimization strategy to align fleet composition with actual community needs and reduce unnecessary lifecycle costs.
This proposed sole-source request is compliant with Section 9(v) of the Township’s Purchasing and Disposal Bylaw:
“An item is offered for sale by tender, auction, or negotiation and it can be demonstrated that purchasing the item is clearly in the best interest of the Township.”
In addition, the disposal of the 2021 Heavy Rescue unit through a consignment agreement is compliant with Section 21 of the bylaw, which states in subsection (b)(iii):
“Disposed of by means of public auction or advertised for public tender on the Township website and sold to the highest bidder.”
The consignment approach with Fort Garry is consistent with the intent of this clause, as it enables broad public marketing and competitive sale of the 2021 Heavy Rescue, ensuring the Township receives maximum return for the asset.
OPTIONS:
1. That Council approve the sole source purchase of the 2024 Light Rescue from Fort Garry Fire Trucks, not to exceed $350,000 inclusive of fees and taxes, and authorize the consignment sale of the 2021 Heavy Rescue truck, contingent on achieving a minimum proceed value of $600,000. (Recommended)
This option secures a right-sized and cost-effective apparatus available for immediate delivery, mitigates financial risk through contingency conditions, and preserves asset value by avoiding procurement delay.
2. That Council direct staff to initiate the Standard procurement process for a Light Rescue apparatus, including updates to the 5-Year Financial and Fleet Plans, issuance of a formal Request for Proposals (RFP), and postponement of the sale of the 2021 Heavy Rescue until a replacement is secured.
This option recognizes that the current Heavy Rescue is not well suited to the Township’s operational needs and that a Light Rescue would be more appropriate. Proceeding through the standard procurement process is expected to result in a 24-30 month wait and continued depreciation of the existing apparatus, which would postpone operational improvements and reduce the eventual resale value.
3. That Council direct staff to retain the 2021 Heavy Rescue unit and defer apparatus replacement until the 2046 fiscal year as is currently scheduled.
This option avoids immediate action but continues the use of an oversized and inefficient apparatus, resulting in operational mismatch, lost resale value, and future capital cost escalation.
COUNCIL PRIORITY:
Good Governance and Organizational Excellence
FINANCIAL IMPACT:
The proposed transaction results in a proceed of approximately $300,000 through the resale of the existing 2021 Heavy Rescue and the immediate purchase of a right-sized 2024 Light Rescue apparatus. This approach requires no new capital funding and reduces long-term operating costs.
Risk Mitigation:
To mitigate financial risk, the Township will enter into a formal agreement with Fort Garry Fire Trucks stipulating that:
• The purchase of the 2024 Light Rescue apparatus shall not exceed a total cost of $350,000 (all-in, including fees and taxes); and
• The sale of the 2021 Heavy Rescue shall not proceed for less than a value of $600,000.
These conditions will be included in the agreement as a prerequisite for the transaction to proceed. If these are not met, the Township will not move ahead with the purchase and sale at this time. This ensures that the Township does not commit to a new capital purchase without first securing adequate disposal value on the existing asset.
Summary:
By acting now:
• The Township saves approximately $100,000 on the purchase price of a comparable unit
• Avoids $125,000 - $200,000 in depreciation of the current Heavy Rescue
• Receives approximately $300,000 in proceeds
• Avoids inflationary cost increases, fuel/maintenance inefficiencies, and operational mismatch over the next two years
This decision reflects a fiscally responsible approach that aligns capital expenditures with operational needs while maximizing the value of current assets.
COMMUNICATIONS/ENGAGEMENT:
There is no legislated public notice requirements associated with this procurement. However, the following communications will be undertaken to showcase the acquisition and its benefits to the community. Activities will include:
• Social Media Highlights: A focused campaign via Township and Fire Rescue social media channels to inform the public of the new apparatus, with emphasis on improved emergency response for medical calls and technical rescues. This will serve to educate the public on how the investment enhances local safety and service delivery.
• Website Update: The Township’s website will be updated with photos, vehicle specifications, and a short explanation of the decision-making process, reinforcing transparency in capital spending.
• Public Engagement Opportunity: Depending on timing and operational demands, a community “walk-around” or open house-style event may be considered, either independently or as part of a broader Township or fire prevention event.
This approach supports proactive communication and community awareness while aligning with public expectations for transparency and responsible use of public funds.
TIMELINES & NEXT STEPS:
Risk of Delay: If Council approval is delayed, there is a significant risk that the identified Light Rescue unit will be sold to another buyer. This would forfeit the cost savings, delay operational alignment, and reduce the resale value of the Heavy Rescue.
REPORT REVIEWED BY:
1. Kristi Bilodeau, Manager of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. 2024 Light Rescue Specifications
2. Purchasing and Disposal Bylaw No. 3123