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Recommendation to Authorize the City Manager to Negotiate and Execute Agreements for the Purchase of Remounting One Ford E-450 Leader Ambulance and Two Fire Department Staff Vehicles in an Amount Not to Exceed $231,219.98 and to Increase Fleet Replacement Fund Appropriations by $18,000 in Fiscal Year 2016-17. (Fire 3200)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Authorize the City Manager to Negotiate and Execute Agreements for the Purchase of Remounting One Ford E-450 Leader Ambulance and Two Fire Department Staff Vehicles in an Amount Not to Exceed $231,219.98 and to Increase Fleet Replacement Fund Appropriations by $18,000 in Fiscal Year 2016-17
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) 2015-16 and FY 2016-17 budgets, which included the estimated expenditure for purchasing two staff vehicles. On April 19, 2016, City Council adopted FY 2015-16 budget amendments, which included the estimated expenditure for purchasing one ambulance remount.
DISCUSSION
A. Replacement of staff vehicles with one Ford F-150 truck and one Ford Police Interceptor utility vehicle.
The Fire Department requests that one 1990 Ford F-350 truck staff vehicle be replaced with a Ford F-150 truck to be used as a detail truck for Fire Station 2. Staff also requests that one 2000 Ford Taurus staff vehicle be replaced with a Ford Police Interceptor utility vehicle to be used by department’s Fire Inspector. 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 competitively 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 obtained a quote for the Ford F-150 truck under the State of California Contract Number 1-16-23-20A with Sacramento Downtown Ford in the amount of $37,840.99. Quotes for the remaining accessories were obtained from several vendors in the amount of $7,346.54. The total cost of the Ford F-150 truck is $45,187.53, a $3,587.53 increase from the original budgeted amount of $41,600 due to vendor price increases.
Staff also obtained a quote for one Ford Police Interceptor utility vehicle under State of California Contract Number 1-16-23-14B with Folsom Lake Ford in the amount of $30,271.61. Quotes for the remaining accessories were obtained from several vendors in the amount of $15,138.40. The total cost of the Ford Police Interceptor is $45,410.01, a $3,290.01 increase from the original budgeted amount of $42,120 due to vendor price increases.
The cost of the two staff vehicles will come from the City’s Vehicle Replacement Fund (Fund 701).
B. Remount of the Ford E-450 Leader Ambulance
The City's 2007 Ford E-450 Leader Ambulance suffered a significant engine failure earlier this year. Due to the cost of repair, replacement is recommended. Rather than purchasing a new ambulance, staff recommends that the Leader Ambulance be remounted on a new chassis. The remount will be performed by the manufacturer of the Ambulance, Halcore Group, Inc., dba 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 Leader, the rebuilding and remounting the Leader patient compartment on a new chassis must be performed by Leader. Procuring the supplies and securing the services through another vendor would not be covered by Leader's warranty. Staff recommends the authorization of a sole source Purchase Agreement with Halcore Group, Inc., dba Leader Industries.
Staff obtained a quote for the remount of the Ford E-450 Leader Ambulance in the amount of $140,622.44, a $10,622.44 increase from the original budgeted amount of $130,000.
The cost of the ambulance remount will come from the City’s Vehicle Replacement Fund (Fund 701).
FINANCIAL IMPACT
The appropriations of $213,720 for the purchase of the remount of the Ford E-450 Leader Ambulance, Ford F-150, and Ford Police Interceptor staff vehicles are available in the Vehicle Replacement Fund (Fund 701). An additional appropriation of $18,000 is needed to cover the increased costs of the vehicles. Sufficient reserves are available in the Fleet Replacement Fund balance assigned to Fire Department for this additional budget allocation.
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
Recommendation to authorize the purchase of remounting one Ford E-450 Leader Ambulance and two Fire Department staff vehicles in an amount not to exceed $231,219.98 and to Increase Fleet Replacement Fund Appropriations by $18,000 in Fiscal Year 2016-17.
Respectfully submitted,
Douglas Long, Fire Chief
By,
Darci Vogel, Fire Admin Supervisor
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. F150 Quote
2. Leader Ambulance Remount Quote
3. Police Interceptor Quote