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August 9, 2022
ITEM TITLE
Ambulance Maintenance: Waive the Competitive Bid Process and Approve the Use of BIT Pros Inc. as an Authorized Repair Shop for City Ambulances
Report Number: 22-0194
Location: No specific geographic location
Department: Fire
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action:
Approve a resolution waiving the competitive bid process and approving the use of BIT Pros Inc. as an authorized repair shop for City ambulances through June 30, 2027.
SUMMARY
On May 12, 2020, City Council approved Chula Vista Council resolution 20-102 approving a program for the Chula Vista Fire Department to provide exclusive ambulance transport services within the City of Chula Vista, the City of Imperial Beach, and the Bonita Sunnyside Fire Protection District. The Fire Department purchased thirteen (13) ambulances for our Ambulance Transport System from Republic EVS, Medix Specialty Vehicles.
Our EMS operations require ongoing maintenance to these thirteen (13) ambulances. The Fire Department’s ambulances consist of various pieces of equipment and in the normal course of business it is impossible to predict what repairs may be necessary during the fiscal year, outside of the routine maintenance for our ambulances. The Fire Department identified the need to enlist a qualified service center to prov ide maintenance to the ambulance fleet. At the direction of Republic EVS, BIT Pros Inc. has been identified as a sole source provider for authorized maintenance on the ambulance fleet.
The Fire Department is requesting that council waive the competitive bid process in accordance with the Chula Vista Municipal Code 2.56.007(B)(3) which states “the City Council may waive the competitive bidding requirements if determined by resolution of the City Council that competitive bidding requirements as P a g e | 2
applied to that contract are impractical, impossible, or that City interests would be materially better served by applying a different purchasing procedure approved by the Purchasin g Agent as being consistent with good purchasing practices.” The proposed authorized repair facility is currently the only authorized repair facility in San Diego County and has exercised exceptional service and knowledge of the specialized equipment on the ambulances.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is required.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not Applicable.
DISCUSSION
On April 9, 2021, the City of Chula Vista Fire Department took over providing ambulance transport services to the City of Chula Vista, City of Imperial Beach, and Bonita/Sunnyside Fire Protection District. The fleet for the Ambulance Transport System consists of thirteen (13) ambulances, ten (10) of which are in service daily, and the remaining three (3) which are reserves to be routinely swapped out and placed into service for various repairs and maintenance and other special events as needed . The Fire Department also has two ambulances currently being manufactured that will be added to the existing fleet, which will bring the total ambulance fleet up to fifteen (15) ambulances. These ambulances are expected to be received and placed into service by the end of the calendar year.
The ambulances consist of a Ford chassis with a custom rear compartment, commonly referred to as the “box.” In addition to routine maintenance such as tire rotation and oil changes, there are repairs and maintenance required for the medically intricate components of the “box”. Due to the specialized repair and maintenance required, the re is a need for an authorized repair facility to service the ambulances. The manufacturer of the ambulances, Republic EVS, has provided a letter that BIT Pros Inc. is an approved service center and currently the only authorized repair facility in San Diego County. In addition to them being an authorized repair center, they also provide 24-hour emergency repair services, mobile repairs, and oversized truck towing services. Having a maintenance provider to offer 24-hour emergency repair services is crucial for the Fire Department’s operations to guarantee the 24/7 service is provided to residents.
Due to the reason s mentioned above, t he Fire Department is requesting t hat the City Council waive the competitive bid process, in accordance with CVMC 2.56.070 (B)(3) which states that “the City Council may waive the competitive bidding requirements if determined by resolution of the City Council that competitive bidding requirements as applied to that contract are impractical, impossible, or that City interests would be materially better served by applying a different purchasing procedure approved by the Purchasing Agent as being consistent with good purchasing practices.”
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During the normal course of business, it is impossible to determine the number of repairs needed outside of the normal routine maintenance needed on the ambulances. As a result, the estimated costs for these services will vary.
Since the proposed authorized repair facility is currently the only authorized repair facility in San Diego County and has exercised exceptional service and knowledge of the specialized equipment on the ambulances, the Fire Department is requesting to waive the competitive bid process and authorize the use of BIT Pros Inc for a period of five (5) years.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of t he City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There are no General Fund costs associated with this action. Staff will return to Council for approval of any future associated costs as necessary. No appropriations are being requested at this time as part of this action.
The overall dollar value will be within each year’s adopted Ambulance Transport Enterprise Fund budget.
ONGOING FISCAL IMPACT
There are no General Fund costs associated with this action. Any purchases as part of this authorization will be incorporated into future budgets as part of the normal budget development process for the Ambulance Transport Enterprise Fund.
ATTACHMENTS
Attachment 1: Letter from Republic EVS
Staff Contact:
Emily Folker, Principal Management Analyst; Harry Muns, Fire Chief; Raymond Smith, Deputy Chief of EMS