Item 10 - Replacement of Two Existing Paramedic AmbulancesMarch 16, 2021, Item #10DATE: TO: FROM: CONTACT: SUBJECT: Summary: AGENDA REPORT CityofPoway March 16, 2021 Honorable Mayor and ~. bers of the City Council Jon Canavan, Fire Chief~ Rodney Ortiz, Fire Battalion Chief (858) 668-4464 or rortiz@poway.org Replacement of Two Existing Paramedic Ambulances CITY COUNCIL The City's Capital Replacement Budget has sufficient funding for the purchase and replacement of two aging paramedic ambulances. These new paramedic ambulances will be placed into frontline service at Fire Stations 1 and 3. Current frontline paramedic ambulances will become reserve backup units. The City requested quotes for two paramedic ambulances utilizing the Sourcewell cooperative purchasing program and Leader Emergency Vehicles. The City also explored the customer provided chassis option and requested chassis only quotes utilizing state-wide cooperative contracts through the State of California Department of General Services and from Perry Ford of Poway. For optimal pricing, it is recommended the purchase of the two paramedic ambulances be made from Leader Emergency Vehicles. The total estimated purchase price for these vehicles, equipment upfits, sales tax, tire tax, and documentation fees are $509,722.00. Recommended Action: It is recommended that City Council adopt a resolution appropriating funds for the purchase of two paramedic ambulances for a total estimated cost of $510,000 and authorize the City Manager to execute any necessary documents. Discussion: The City maintains four paramedic ambulances -two in frontline service and two in reserve back up service. The City's vehicle maintenance program plans for paramedic ambulances to operate in frontline service for seven years and in reserve backup service for seven years. The two frontline paramedic ambulances are 2013 models, and the two reserve backup units are 2008 models. Upon replacement, the new paramedic ambulances will be placed into frontline service at Fire Stations 1 and 3. The existing frontline units will be designated reserve backup, and the existing reserve backup units will be removed from service and sold. Maintaining the scheduled service life of the City's paramedic ambulance fleet ensures emergency response readiness, minimizes the impact of scheduled vehicle maintenance activities and unplanned repairs, and provides additional vehicles when frontline vehicles are deployed on extended incidents. 1 of 11
March 16, 2021, Item #10The City's purchasing regulations require that product purchases over $50,000 require a formal bidding process. Section 3.28.110 of the Poway Municipal Code permits the use of cooperative purchasing programs for procurement of supplies, services, and equipment when the administering agency has made their purchase in a competitive manner. The City solicited and received a quote from National Auto Fleet Group, a member of Sourcewell, in the amount of $512,665.08. Staff also received a quote from Leader Emergency Vehicles, the vendor used to purchase the City's existing ambulance fleet, in the amount of $493,306.20. Staff explored the option of providing chassis to Leader Emergency Vehicles to build upon under the "customer provided chassis program". Utilizing the State cooperative purchasing contract, staff requested and received a quote from Downtown Ford Sales in the amount of $60,577.89 per chassis. The City also requested a quote from Mario Lopez, General Manager of Perry Ford of Poway; however, no quote was received. Leader Emergency Vehicles is able to provide an overall lower cost. As such, staff is requesting authorization of a purchase order to Leader Emergency Vehicles for an estimated cost of $493,306.20. The estimated upfit costs of radio communication equipment installation and patient gurney is $16,415.65. The total cost for two paramedic ambulances is estimated at $509,721.76. The quotes for two replacement paramedic ambulances are as follows: Vendor Chassis Only (each) Total Cost Leader Emergency Vehicles $52,292.00 $493,306.20 Sourcewell-National Auto Fleet Group $54,995.51 $512,665.08 State-Downtown Ford-Sacramento $60,577.89 Additional upfit costs are as follows: Vendor Cost EVS $11,855.00 Stryker $4,560.56 Total Cost $16,415.65 It is anticipated to take approximately three to six months for the City to take delivery of the paramedic ambulances. Upon receipt of the paramedic ambulances, staff will complete all necessary steps to get the paramedic ambulances into service, including registration, insurance, graphics, equipment, and accessories. Environmental Review: This action is not subject to California Environmental Quality Act review. 2 of 11
March 16, 2021, Item #10Fiscal Impact: These ambulance replacements were removed from the Fiscal Year 2020-21 Operating Budget as part of the City's COVID-19 pandemic retrenchment efforts to preserve liquidity and cash flow. However, given current economic indicators point towards economic recovery and given the departmental need for the vehicles, the purchases are being recommended. The total cost of these two paramedic ambulances is $509,721.76. Staff requests Council authorization to appropriate $510,000 to 115010-61040 (Capital Equipment Replacement -Autos & Trucks) for the purchase of the two paramedic ambulances. Sufficient funding is available in the Fiscal Year 2020-21 Capital Replacement Equipment Fund (Fund 6110) for the purchase of two paramedic ambulances. Public Notification: None. Attachments: A. Resolution B. Leader Emergency Vehicles Quote to the City of Poway C. Stryker Power Cot Quote to City of Poway D. Emergency Vehicle Systems, LLC Quote to City of Poway Reviewed/ Approved By: 1)~ L---Wendy Kderman Assistant City Manager 3 of 11 Reviewed By: Alan Fenstermacher City Attorney Approved By: (. City Manager
March 16, 2021, Item #10RESOLUTION NO. 21-A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POWAY, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE AGREEMENT FOR TWO NEW FORD F-550 LEADER CUSTOM PARAMEDIC AMBULANCES AND AUTHORIZATION TO APPROPRIATE $510,000.00 TO FISCAL YEAR 2020-21 ACCOUNT 115010-61040-CAPITAL EQUIPMENT REPLACEMENT-AUTOS & TRUCKS. WHEREAS, the City's Capital Replacement Budget has sufficient funding for the purchase and replacement of two aging paramedic ambulances; WHEREAS, the purchase of these two paramedic ambulances from Leader Emergency Vehicles is made in a competitive manner; WHEREAS, the cost of the two paramedic ambulances is approximately $493,306.00 and the estimated upfit cost of radio communication equipment installation and patient gurney is $16,415.00 totaling approximately $510,000.00; and WHEREAS, sufficient funding is available in the Fiscal Year 2020-21 Capital Replacement Equipment Fund (Fund 6110) for the purchase of two paramedic ambulances. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway as follows: SECTION 1: City Council expressly authorizes a Fiscal Year 2020-21 budget appropriation of $510,000.00 to the Capital Equipment Replacement account 115010-61040 for the purchase and upfit of two paramedic ambulances. PASSED, ADOPTED AND APPROVED at a Regular Meeting of the City Council of the City of Poway, California on the 16th day of March, 2021 by the following vote, to wit: AYES: NOES: ABSENT: DISQUALIFIED: Steve Vaus, Mayor 4 of 11 ATTACHMENT A
March 16, 2021, Item #10ATTEST: Vaida Pavolas, CMC, City Clerk 5 of 11 Resolution No. 21-Page 2
March 16, 2021, Item #10Rev.12/18/14 LEADER INDUSTRIES Steve De La Montanya 10941 Weaver Avenue So El Monte, CA 91733 707-529-7522 Customer Sales Order Pricina Summarv Poway Fire Department 13050 Community Road Poway, CA 92064 Mark Chamberlain 858-668-4485 Ford Type I 96/173" "LE" w/ 72" headroom, 2020 Base Conversion (2021) Ford F-550 4x2 DRW Reg Cab, 193"WB, 108CA, XL T Turbo Diesel •LEADER lt:MC:RCO:NCY V'CHICLC!:S R'.=\,"CiROIJP Parel1l Job 2842 SPECIAL: ($4,000) Multi Unit Discount (2 -4 vehicles built consecutively) -$750 per vehicle. ($750) Manufactures Credit ( Must supply FIN or K code to qualify) PLEASE NOTE I FORD, ($6,174) THE ABOVE ITEMS ARE ALREADY INCLUDED IN THE CONTRACT PRICE. SHIPPING FOB 13050 Communitv Rd. Powav CA. 92064 2 Each Extended Amount Subtotal for base vehicle, rebates and discounts: $190,789.00 $381,578.00 Subtotal for all option items: 37,880.00 75,760.00 SUB TOTAL FOR VEHICLE AND ALL ITEMS IN THE CONTRACT: 228,669.00 457,338.00 Subtotal for base vehicle and all taxable items: $228,669.00 $457,338.00 Sales tax calculated at: 7.75 % 17,721.85 35,443.70 Estimated OMV fees: 0.00 0.00 7 Tires fees ($1. 75) per tire: 12.25 24.50 Delivery Fees: 250.00 500.00 Contract Total: $246,653.10 $493,306.20 Estimated delivery is 150 days from receipt of chassis, Estimated delivery approximately 200 days. Customer Representative Date: Payment (Please check one) Leasing D I I Company Check D Wire Transfer D Purchaser agrees to defend, indemnify and hold Halcore Group Inc., dba Leader Industries, ham,less from any claims, costs (including actual attorney's fees), damages and liabilities caused in whole or inpart by any alteration or modification of, or changes or additions to these purchased products. 2842 2013 Database 6 of 11 TERMS: All Vehicle Sales Are C.0.0. Titles to be Processed Upon Receipt of Payment in Full Quotation is valid for 60 days THANK YOU FOR YOUR BUSINESS 2017 Database ATTACHMENT B l/22/2021
March 16, 2021, Item #10Emergency Vehicle Systems LLC 8622 Argent St. Suite C Santee,CA 92071 Name I Address Poway Fire Department 13050 Community Rd Poway, Ca. 92064 Description ***Equipment removal ambulance 3798*** On Site Labor to remove the following for re-install into new ambulance #3791 -MDC Docking station with mounts and power supply -Knox Box -NARC Box -David Clark intercom with cabling -Motorola remote head radio in front. -Motorola radio in rear -Kenwood remote head radio in front -Cradle Point MBRI 100 Modem with power cable -Radio chargers (800 and VHF) Sales Tax This Estimate is good for 30 days as of the date above. Phone# 6195995614 P.O. No. Qty 15 7 of 11 ATTACHMENT C Estimate Date Estimate # 2/2/2021 775 Rep Project ES 3798 Strip out Rate MPN Total 100.00 On Site Labor 1,500.00 7.75% 0.00 Total $1,500.00
March 16, 2021, Item #10Emergency Vehicle Systems LLC 8622 Argent St. Suite C Santee,CA 92071 Name / Address Poway Fire Department 13(60 Community Rd Poway, Ca. 92064 Description ***Equipment removal ambulance 3799"'** On Site Labor b remove tre following for re-install into oo,v ambulance #3793 -MDC Docking station with mounts cn:l ~ supply -Knox Box -NARC Box -David Clark intercom with cabling -Motorola remote head radio in front -Motorola radio in rEBr -Kenwood remote hffid radio i1. front -Cradle Point MB R 1100 Modem with power cable -Radio chargers (00) aoo VHF) Sales Tax This Estimate i:; good for 3) days a, of tre date above. Phone# 6195995614 8 of 11 I Qty Estimate Date Estimate# 2/2f2JJ21. 776 P.O. No. Rep Project ES 37CJ9 Strip out Rate ~ Total 15 100.00 On Site Labor 1,500.00 7.75% 0.00 Total $1,500.00
March 16, 2021, Item #10Emergency Vehicle Systems LLC 8622 Argent St. Suite C Santee,CA 92071 Name I Address Poway Fire Department 13050 Community Rd Poway, Ca. 92064 Description ***Radio and Data install into new ambulance #3791 ** Labor to re-install equipment removed from #3798 into new ambulance #3 791 -MDC Docking station with mounts and power supply -Knox Box -NARC Box -David Clark intercom with cabling -Motorola remote head radio in front. -Motorola radio in rear -Kenwood remote head radio in front -Cradle Point MBRI 100 Modem with power cable -Radio chargers (800 and VHF) Install supplies, Wire, Connectors, loom, ect. David Clark Cabling needed for re-install Note: This may not be needed if all old cabling can be removed from old ambulance. Sales Tax This Estimate is good for 30 days as of the date above. Phone# 6195995614 9 of 11 Qty Estimate Date Estimate # 2/2/2021 777 P.O. No. Rep Project ES Radio/Data # 3 791 Rate MPN Total 40 75.00 Labor 3,000.00 I 350.00 350.00 1 1,000.00 1,000.00T 7.75% 77.50 Total $4,427.50
March 16, 2021, Item #10Emergency Vehicle Systems LLC 8622 Argent St. Suite C Santee,CA 92071 Name I Address Poway Fire Department 13050 Community Rd Poway, Ca. 92064 Description ***Radio and Data install into new ambulance #3793** Labor to re-install equipment removed from #3799 into new ambulance #3793 -MDC Docking station with mounts and power supply -Knox Box -NARC Box -David Clark intercom with cabling -Motorola remote head radio in front. -Motorola radio in rear -Kenwood remote head radio in front -Cradle Point MBRI 100 Modem with power cable -Radio chargers (800 and VHF) Install supplies, Wire, Connectors, loom, ect. David Clark Cabling needed for re-install Note: This may not be needed if all old cabling can be removed from old ambulance. Sales Tax This Estimate is good for 30 days as of the date above. Phone# 6195995614 10 of 11 Qty Estimate Date Estimate # 2/2/2021 778 P.O. No. Rep Project ES Radio/Data #3793 Rate MPN Total 40 75.00 Labor 3,000.00 I 350.00 350.00 1 1,000.00 l,000.00T 7.75% 77.50 Total $4,427.50
March 16, 2021, Item #10stryker Poway Cot Upgrades Quote Number: 10325286 Version: Prepared For: 1 POWAY FIRE DEPT Attn: Remit to: Rep: Email: Stryker Medical P.O. Box 93308 Chicago, IL 60673-3308 Craig Chandler era ig. cha ndler@stryker.com Phone Number: 6195341839 Quote Date: 02/09/2021 Expiration Date: 05/10/2021 Delivery Address End User -Shipping -Billing Name: POWAY FIRE DEPT Name: POWAY FIRE DEPT Account#: 1123298 Account#: 1123298 Address: 13050 COMMUNITY RD Address: 13050 COMMUNITY RD SAFETY SERVICES SAFETY SERVICES -----POWAY POWAY California 92064 California 92064 Equipment Products: Description Cot Upgrade or Install # 1.0 2.0 Product 77100003 6506700001 6506 PWRLD COMPAT UPGRADE KIT Price Totals: Prices: In effect for 60 days. Terms: Net 30 Days Ask your Stryker Sales Rep about our flexible financing options. AUTHORIZED CUSTOMER SIGNATURE 1 Bill To Account Name: POWAY FIRE DEPT Account #: 1109618 Address: PO BOX 789 POWAY California 92074-0789 Qty Sell Price Total 2 $310.00 $620.00 2 Equipment Total: Grand Total: $1,970.28 $3,940.56 $4,560.56 $4,560.56 Stryker Medical -Accounts Receivable -accountsreceivable@strykercom -PO BOX 93308 -Chicago, IL 60673-3308 11 of 11 ATTACHMENT D