Title
Recommendation to Authorize the City Manager to Negotiate and Execute Agreements for the Purchase of the Remounting of One Ford E-450 Horton Ambulance and Two Fire Department Staff Vehicles in An Amount Not to Exceed $240,560; and
Recommendation to Amend Fiscal Year 2015-16 Fire Grants Fund Budget for $38,000 and to Authorize the City Manager to Negotiate and Execute Agreements for the Purchase of One Community Paramedicine Staff Vehicle in An Amount Not to Exceed $38,000. (Fire 3200)
Body
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Interim City Manager
Re: Recommendation to Authorize the City Manager to Negotiate and Execute Agreements for the Purchase of the Remounting of One Ford E-450 Horton Ambulance and Two Fire Department Staff Vehicles in An Amount Not to Exceed $240,560; and
Recommendation to Amend Fiscal Year 2015-16 Budget for the Fire Grants Fund for $38,000 and Authorize the City Manager to Negotiate and Execute Agreements for the Purchase of One Community Paramedicine Staff Vehicle in An Amount Not to Exceed $38,000
BACKGROUND
The Fire Department is responsible for replacing Fire Apparatus, vehicles and equipment according to the City’s Vehicle (Fleet) and Equipment Replacement Policy. The replacement policy is based on the City of Alameda’s Fleet Replacement Criteria which considers the useful life of vehicles and equipment in terms of age, mileage (or hours), and usage. Vehicles and equipment scheduled for replacement are also reviewed and analyzed for safety history and operating performance to determine if a vehicle or equipment may be replaced later. Vehicles and equipment are also reviewed to determine if the minimum use guidelines are met. The Fire Department developed a 10 year apparatus/vehicle replacement plan based on the City’s replacement program criteria.
On June 2, 2015, the City Council adopted Fiscal Year (FY) 15-16 and FY16-17 budgets which included the estimated expenditure for purchasing one ambulance remount and two staff vehicles.
DISCUSSION
A. Remount of the Ford E-450 Horton Ambulance
The City's 2002 Ford E-450 Horton Ambulance currently has an odometer reading of nearly 80,000 miles, in addition to miscellaneous wear and tear associated with its age, mileage, and heavy daily use. Rather than purchasing a new ambulance, staff recommends that the Horton Ambulance be remounted on a new chassis. The remount will be performed by the manufacturer of the Ambulance, Halcore Group, Inc., dba Horton Emergency Vehicles/Leader Industries. The ambulance remount consists of rebuilding the patient compartment of a Type III ambulance and placing it upon a new chassis. The remounted unit will meet all applicable National Fire Protection Association and emission standards. In addition to the advanced life support equipment, the remounted ambulance carries firefighter personal protective equipment, self-contained breathing apparatus, and hydraulic rescue tools including air bags. A factory authorized ambulance remount is less expensive than purchasing a new ambulance and ultimately results in little difference in the final product.
Since the original unit was manufactured by Horton, the rebuilding and remounting the Horton patient compartment on a new chassis must be performed by Horton. Procuring the supplies and securing the services through another vendor would not be covered by Horton's warranty. Therefore, staff recommends the authorization of a sole source Purchase Agreement with Halcore Group, Inc., dba Horton Emergency Vehicles/Leader Industries.
Staff has obtained a quote for the remount of the Ford E-450 Horton Ambulance. The cost of the ambulance remount will come from the General Fund and will not exceed $150,000.
B. Replacement of staff vehicles with one Ford F-450 truck and one Ford Police Interceptor utility vehicle.
The Fire Department requests that one 1988 Chevrolet Crew Cab Pickup Truck staff vehicle be replaced with a Ford F-450 truck to be used as a detail truck for Fire Station 1. Staff also requests that one 2001 Ford Taurus staff vehicle be replaced with a Ford Police Interceptor utility vehicle to be used by department’s EMS Coordinator. Replacement of the Ford Taurus with a police interceptor utility vehicle will continue the standardization of the vehicles being purchased for public safety and make it easier for fleet maintenance to maintain these vehicles in the future.
The most efficient and cost-effective method of vehicle purchase is to "piggy-back" onto existing competitive bid purchase contracts. This purchase method is consistent with the City of Alameda's Municipal Code Subsection 2-61-7 "Joint Purchases with Public Agencies". Staff has obtained a quote for the Ford F-450 truck under the State of California Contract Number 1-14-23-20A with Sacramento Downtown Ford. Downtown Ford's purchase price shall not exceed $50,000. Staff has also obtained a quote for one Ford Police Interceptor utility vehicle under State of California Contract Number 1-15-23-14 with Folsom Lake Ford. Folsom Lake Ford's quote shall not exceed $40,560. The cost of the two staff vehicles will come from the City’s Equipment Replacement Fund (Fund 701).
C. Purchase of one police interceptor vehicle for the Community Paramedicine Program.
The Fire Department requests that one Ford Police Interceptor utility vehicle be purchased for the Community Paramedicine Program. Funds for the purchase of this staff vehicle have been allocated from Community Paramedicine Program as part of the Fire Grants Fund (Fund 220, Program 220010). Staff originally anticipated to acquire the vehicle in the prior fiscal year and, as a result, did not include it in the current year Budget. With the Council approval to acquire the vehicle, FY 15-16 Budget will be amended to accommodate the purchase.
As with the other staff vehicles, the most efficient and cost-effective method of vehicle purchase is to "piggy-back" onto existing competitive bid purchase contracts. This purchase method is consistent with the City of Alameda's Municipal Code Subsection 2-61-7 "Joint Purchases with Public Agencies".
In December 2014, staff obtained a quote for the Ford Police Interceptor utility vehicle under State of California Contract Number 1-12-23-14 with Folsom Lake Ford in the amount of $38,000. Due to unanticipated factory delays, vehicle production was postponed. Although there is now a new state contract, Folsom Lake Ford has agreed to honor the price quoted under the previous state contract. As a result, the Community Paramedicine purchase will be approximately $2,560 less than the vehicle purchase listed above in Section B.
FINANCIAL IMPACT
The funds for the purchase of the remount of the Ford E-450 Horton Ambulance are budgeted for in the General Fund. The funds for the purchase of the Ford F-450 and Ford Police Interceptor staff vehicles are budgeted for in the Vehicle Replacement Fund (Fund 701). The funds for the purchase of the Ford Police Interceptor utility vehicle for the Community Paramedicine Program are allocated in the Fire Grants Fund (Fund 220, Program 220010) for which budget is requested to be amended with approval of the purchase.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is authorized pursuant to Alameda Municipal Code Subsection 2-61.7 "Joint Purchases with Public Agencies", Alameda Administrative Rule 5, and Alameda Municipal Code Section 2-62.2, which exempts contracts with any single or source supplier for supplies, material or equipment from the City's local purchasing policy.
ENVIRONMENTAL REVIEW
This action is not a project for the purposes of the California Environmental Quality Act (CEQA) under CEQA Guidelines section 10561(b)(3) as there is no possibility that this action may have a significant effect on the environment.
RECOMMENDATION
Authorize the City Manager to negotiate and execute agreements for the purchase of the remounting of one Ford E-450 Horton ambulance and two Fire Department staff vehicles in an amount not to exceed $240,560; and
Amend Fiscal Year 2015-16 Budget for the Fire Grants Fund for $38,000 and authorize the City Manager to negotiate and execute agreements for the purchase of one Community Paramedicine staff vehicle in an amount not to exceed $38,000.
Respectfully submitted,
Douglas Long, Fire Chief
By,
Darci Mulvihill, Fire Admin Supervisor
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Ambulance Remount
2. Community Paramedicine Vehicle
3. Staff Truck
4. Staff Vehicle