HomeMy WebLinkAboutStaff Report Item 4.A 9/9/2013 - ,
Ag-eAnaci, IteAtv#4.A
p;V
185$
DATE: September 9, 2013
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Larry.B. Anderson, Fire Chief
SUBJECT: Resolution Authorizing the Purchase of One Demonstration ("Demo") Emergency
Type I Ambulance from Braun Northwest Inc., Chehalis, WA in the Amount of
$150,657.84
RECOMMENDATION
It is recommended that the City Council approve the attached Resolution Authorizing the
Purchase of One Demonstration ("Demo") Emergency Type'.I Ambulance from Braun Northwest
Inc., Chehalis, WA in the Amount of$150,657.84.
BACKGROUND
Historically, the Fire Department has tried to maintain a 6-year replacement schedule on its two
front-line ambulance units. In order to meet the six-year replacement cycle, an older unit is
rotated into reserve status and a.new ambulance would be purchased every three years. Due to
economic conditions, the City has not kept pace with that replacement cycle and the Fire
Department is behind the scheduled replacement for one unit by seven years.
In total, PFD currently has four(4) ambulances: 2 in "front-line" status,and 2 in "reserve" status.
On several occasions within the past year, reserve ambulances were placed in-service due to the
mechanical failure of the front-line unit in need of replacement. Reserve units are typically older
with higher mileage, but are utilized during planned events such as routine maintenance, during
times of high demand, local 911 system overload and for mutual aid support for community
events, unplanned mechanical failure, etc. The Fire Department ambulance that is due for
replacement;has been in "front-line" status for over 10 years and has nearly 250,000 miles on it
The motor was replaced two years ago in an attempt to extend the unit's service life. It is now
out of service with plans for a transmission rebuild. When this unit is replaced by the proposed
"demo" unit; itwill:go into reserve status, replacing a 12-year old unit.
In order to meet`the immediate need. for another reliable front-line ambulance, and to work
within the City's limited funding. the:Fire;Department proposes purchasing a demo unit which is
available immediately (October) at an approximate 550,000 discount over the cost of a new
ambulance.
Agenda Review:
•
City Attorney _,, _ Finance Director City Manager
I
DISCUSSION
Demo EMS vehicles' are one-of-a-kind and are .equipped to widely varying specifications.
Because of the relatively few demo vehicles available, as well as the detnand.for them, demo
ambulances come and , o too quickly to be considered in a. standard bid process. After an
extensive search, the PFD. located a single demo vehicle that is acceptably close to meeting all
PFD specifications, which include being equipped for dual Firefighter/Paramedic (FF/P) use
The unit is available in October if the City commits to purchase the ambulance by September 9th.
A new unit built to the City's custom specifications would normally be purchased through a
formal, competitive bidding process; would require a fabrication-to-delivery time schedule of
many months and would increase the proposed cost by-an estimated $50,000 over the identified
demo ambulance.
Purchase of the identified demo vehicle has been considered under Petaluma.Municipal Code
Section 4.04:050: "The procedures set forth in Sections 4:.04:080 and 4.04.090 may be
dispensed with only when an emergency requires that an order be placed with the nearest
available source of supply, when the commodity can be obtained from only one vendor or when
purchase is pursuant to Section 4.04.100. '' This item meets the exceptions stated in the
purchasing ordinance because of the following factors.
Although other demo vehicles are available elsewhere, there is only one available demo unit
located near our area that closely meets the department's requirements. The purchase is
considered an emergency purchase because of the immediate need for replacement given the
service challenges caused by the age and condition of the existing front-line vehicles. The
increased maintenance and rates of breakdown make existing,vehicles less dependable for
response to a variety of emergency incidents and, if not remedied; could place firefighters,
EMT's, paramedics, patients and patient family members at an increased risk. If the demo
vehicle is not purchased for immediate delivery, the service challenges become greater.
The nearest, and in fact only, vendor for an immediatelyavailable, suitably equipped ambulance
is the demo vehicle from Braun NW, Inc: described below, which meets most general dual FF/P
specifications, except for minor modifications to cabinetry and configuration. PFD is also
informed that the `'vehicle is offered on.a first come first served basis and is being offered to
other agencies". Braun Northwest has agreed to hold the unit for Petaluma until September 10th
at which time they will require a signed proposal of acceptance in order to hold it for us until its
completion and demonstration period. As noted, a new vehicle takes longer to obtain at an
additional cost of approximately $50,000 or more. No acceptable used vehicles.were found that
would be configured to Department Specifications and offer reasonable useful life for the price to
be paid. Regarding demonstration vehicles, contact was made with several industry standard
vendors. Of the vendors who had, or would soon have, •a demo ambulance available, price
quotes and specifications were,requested. Braun NW Inc. provided the lowest price quote on the
base unit plus tax.
This proposal.meets'City Council's "Financial Stability Improve and Enhance Fiscal Stability
and Siustainability" goal, by reducing fleet replacement cost by $50,000.
FINANCIAL IMPACTS!.
The total cost for the Braun Ambulance is $150;657.84, and includes the base ambulance, tax
and essential equipment (emergency medical equipment, radios, etc.). 90% of the cost
($135,592.06) is due upon delivery with the remaining 10% ($15,065.78) due and owing 30 days
after.delivery.
Funding for this acquisition will come from the Vehicle and Equipment Replacement Fund.
There is currently a pending Federal Assistance to Firefighter Grant (AFG) in the amount of
$140,983 to be put towards the purchase of an ambulance. It is still unknown at this time whether
or not this grant will be awarded. Projections indicate that, based upon anticipated revenues,
expenditures and transfers, the available balance in the Vehicle and Equipment Replacement
Fund by June 30, 2014 will be $103,388.15, which includes the cost of the aforementioned
ambulance. In the event the ambulance is not purchased, the June 30, 2014 balance in the
Vehicle and Equipment Replacement Fund is anticipated to be.254,045.99.
ATTACHMENT(S)
1. Resolution.
3
RESOLUTION AUTHORIZING THE`PURCHASE OF
ONE DEMONSTRATION ("DEMO") EMERGENCY'TYPE I
AMBULANCE FROM BRAUN NORTHWESTINC.,;CHEHALIS,WA
IN THE AMOUNT OF Sf50,657.84
WHEREAS, as part of the 2013-2014 Vehicle Replacement Program, the Fire
Department identified an immediate need for one Emergency Type I Ambulance; and
WHEREAS, the funding for the desired Demonstration:("Demo") Emergency Type I
Ambulance is available from-the Vehicle and Equipment Replacement Fund; and
WHEREAS, Petaluma Municipal Code Section 4.04.050 provides that "The procedures
set forth in Sections 404.080 and 4.04.090 may be dispensed with only when an emergency
requires that an order be placed with the nearest available source of supply, when the
commodity can be obtained from only one vendor or when purchase is pursuant to Section
4.04.100"; and
WHEREAS, demo ambulances are one-of`a-kind vehicles, already fabricated for show
and demonstration purposes; and
WHEREAS, acquiring an,ambulance that meets all of the City's criteria would require
ordering a new unit with custom unit specifications, with a lengthy fabrication-to-delivery
time schedule and increased cost of at least $50,000; and
WHEREAS, conducting a demo ambulance bidding process is not practical because
based,on data obtained by the Fire Department through-requests for quotations, the available
demo units are not comparable in construction or equipment, each demo vehicle would
require a different type of customized work to meet the City's dual role
Firefighter/Paramedic (FF/P) specifications and California emission standards, and the
existing demo vehicles could not all be delivered and ready for emergency operation on an
immediate basis; and
H
WHEREAS, one demo ambulance has been located at:Braun Northwest, Inc., Chehalis,
WA, the closest available supplier of a vehicle which meets all of the Petaluma Fire
Department (PFD) specifications for dual role FF/P emergency responses except for minor
cabinetry sizing and configuration specifications and which can be delivered by late October;
and
WHEREAS, due to economic conditions, the City's fleet replacement fund has been
unable to keep up with the optimum fleet replacement cycle for ambulances and, as a result,
the Fire Department is past the planned replacement date for one unit; and
WHEREAS, increased maintenance needs and service issues with the City's front line
emergency vehicles recently have required increased use of reserve vehicles, and a new
vehicle is urgently needed to continue responding to a variety of emergency incidents at high
levels and prevent placing;firefighters, EMT's, paramedics and patients at increased risk; and
WHEREAS, there is an immediate and urgent need for an additional front-line
ambulance and the nearest vendor for a suitably equipped ambulance to meet the City's FF/P
specifications is the demo ambulance available from Braun Northwest; Inc., Chehalis, WA.
NOW, THEREFORE, BE IT RESOLVED that the City Council authorizes the
purchase of one Demonstration ("Demo") Emergency Type I Ambulance from Braun
Northwest, Inc., Chehalis; WA in the amount of$150,657;84.
5