HomeMy WebLinkAboutStaff Report 3.C 05/21/2012 Agen4wIte t #3 .0
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DATE: May,21, 201.2
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
$169,348
RECOMMENDATION
It is recommended that the City Council approve the attached Resolution Authorizing the
Purchase of One Demonstration("Demo") Emergency Type I Ainbulance from Braun Northwest
Inc., Chehalis, WA in the Amount of$169,348.
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 anew 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 scheduled replacement for one unit by three years. Another unit is due for
replacement in FY2012/13.
The,newest of PFD'srambulance fleet has over 100,000 miles,and the other-front-line ambulance
has over 200;000 miles. Recently, the motor was replaced on the older unit in-an attempt to
extend the:umt-s servicelife. 'In3otal, PFD currently has;four (4) ambulances: 2'.in "front-line"
status rand 2 in '`reserve" status. On several occasions within, the past year, both reserve
ambulances were placed in-service at the same time due:to the mechanical failure,of the front-
line units.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.
Ih the[pastyear, front-line anibulances were towed to'a mechanic.seven (7) times. Four of these
incidents have occurred in the past two (2) months. 'One:mechanical failure occurred while in
Agenda'Review:
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the fire station, one while: on-scene:of a call and another?at the hospital after transporting a
patient.to'the Emergency Department.
In;orderito'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
immediately available (July) at an approximate $50,000 discount over the cost of a new
ambulance.
DISCUSSION
Demo EMS vehicles are one-of-a-kind and are equipped to widely varying specifications.
Because of the relatively few demo vehicles available and the demand for them, demo
ambulances come and, go 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 Fire Fighter — Paramedic (FF-PM)
use. The unit is available in July if City commits to purchase:the ambulance by mid-May.
A new unit built to the City's custom specifications would be purchased through 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 he 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, there was only,one'available demo unit located by
the PFD that closely met the department's requirements, and was equipped as needed for the-
City's dual role FF-PM. It is available in early July, after minor modifications are made to
cabinetry-and.configuration specifications.
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 immediately available, suitably equipped ambulance
is the demo vehicle from Braun NW, Inc. described below, which meets most general dual FF-
PM specifications, except for minor modifications to cabinetry and configuration. PFD is also
informed that other agencies are standing in line to purchase this vehicle, and time is of the
essence. The process to bring this item forward before Council included checking the
marketplace for new and used vehicles, and availability of suitable demo vehicles. As noted, a
new vehicle takes longer to obtain at a 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 Sustainability" goal, by reducing fleet replacement cost by $50,000.
FINANCIAL IMPACTS
The total cost for the Braun Ambulance is $169,348, and includes base ambulance, tax and
essential equipment (emergency medical equipment, radios„ etc.). 90% of cost is due upon
delivery: $152,413 (during FY 2011/12). Remaining 10% of cost will be due 30 days after
delivery: $16,935 (during FY 2012/13).
Funding for this acquisition will come from the vehicle replacement fund. The balance of the
fund at close of FY 2011/12 is expected to be $318,636.
ATTACHMENTS
1. Resolution.
RESOLUTION AUTHORIZING'THE"PURCHASE OF
ONE DEMONSTRATION ("DEMO") EMERGE NCY TYPE I
AMBULANCE FROM BRAUN NORTHWEST INC., CHEHALIS,WA
IN THE AMOUNT OF 5169,348
WHEREAS, as part of the 2011-2012 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 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"; 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 Fire Fighter -
Paramedic'(FF.PM),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
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-PM emergency responses except for minor
cabinetry sizing,and configuration specifications and which can be delivered by mid-July;
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 three yearspaststhe planned replacement date for one unit; and
WHEREAS, increased maintenance needs and service issues with the City's front line
emergency vehicles over the past-year 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-
PM 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°$169,348.
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