TO:
FROM:
SUBJECT:
Agenda Report
Honorable Mayor and City Council
Fire Department
January 10, 2022
AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT
WITH EMERGENCY VEHICLE GROUP, INC. FOR THE PURCHASE OF
THREE REPLACEMENT 2022 ROAD RESCUE ULTRAMEDIC RESCUE
AMBULANCES FOR A TOTAL AMOUNT NOT TO EXCEED $1,029,844
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to enter into a purchase order contract with Emergency Vehicle Group, Inc. for the purchase of three Road Rescue Ultramedic Rescue Ambulances in an amount not to exceed $1,029,844. Competitive Bidding is not required pursuant to City Charter Section 1002(H) contracts with other governmental entities or their contractors for labor, materials , supplies or services; and
3. Grant the proposed contract an exemption from the Competitive Bidding process pursuant to Pasadena Municipal Code Section 4.08.049(8), contracts for which the City's best interests are served
BACKGROUND:
The Pasadena Fire Department (PFD) is an "All Hazard" response agency which responds to all calls for public assistance including emergency medical service, fires, technical rescues and other hazards. In fiscal year (FY) 2021 , the PFD responded to 17,023 emergency call for service, of which 14,575 (86%) were medical-related emergencies .
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01/10/2022 8
l MEETING OF _______________ _
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AGENDA ITEM NO.
Authorization to Enter Into a Purchase Order Contract with Emergency Vehicle Group, Inc.
January 10, 2022
The PFD currently operates ten (10) rescue ambulances (RAs), five (5) of which are front line RAs and five (5) in reserve status. Front line RA units #0966, #0967 and #0968, assigned to Fire Stations, 32, 33 and 34 respectively, have exceeded their useful lives and have been deemed eligible for replacement. The ambulances replacing these units are new models of the existing RAs currently in use. Replacing these vehicles eliminates the need for costly repairs due to the ages and conditions of the vehicles. Upon delivery of the replacement RAs, the existing units will be moved into reserve status; reserve RA units #0956, #0957 and #0958 will be salvaged. The salvage value will be returned to the Department's Fleet Replacement Fund. Attachments A and B contain the vehicle condition reports.
In preparation for this purchase, the PFD created a committee to develop the vehicle specifications based on current and future departmental needs. This committee was comprised of a diverse selection of departmental staff, Fire Captains, firefighter paramedics, and other experienced personnel including mechanics from Fleet Maintenance. The committee solicited input from the entire Department and consulted with personnel to be assigned to this equipment to determine the capabilities and features required of the new RAs. Fire Department and Fleet Maintenance personnel also conducted site visits to Glendale, San Marino and Alhambra Fire Departments to view their new RAs and to address the maintenance, functionality, and serviceability of these vehicles. Based on the existing fleet of RAs and specific needs of the PFD, the Road Rescue Ultramedic model was determined by the committee to be the best fit.
Purchasing the requested RAs utilizing the Houston Galveston Area Council (HGAC) contract is in the City's best interest as it reduces the amount of time required to take delivery of new equipment and eliminates the need to solicit for items that are already competitively priced. Moreover, the fact that HGACBuy awarded its contract through a competitive bidding process ensures the cost competitiveness of the purchase. The HGAC is one of the largest regional planning commissions in the country and focuses on providing purchasing solutions to jurisdictions. One such effort managed by HGAC is HGACBuy, a nationwide government procurement service which aims to make the process more efficient. HGACBuy awards contracts through a public competitive procurement process; contracts are available to participating members such as the City of Pasadena. On April 2, 2018, HGACBuy issued an invitation to submit competitive bids for "Ambulances, EMS, & other Special Service Vehicles." The bid process closed on May 7, 2020 and twenty bids were received. The HGACBuy staff evaluated all the proposals and authorized contracts with the lowest responsible bidders for product items across multiple categories. As a result of the HGACBuy staff evaluation, HGACBuy extended a contract to Road Rescue for the AM20XA 10 Ultramedic model rescue ambulance.
Baseline pricing was established by HGACBuy using the competitive solicitation process outlined above. After the PFD determined the Road Rescue Ultramedic model was the appropriate fit, personnel reconvened to discuss optional modifications to the baseline specification. Two such options were the inclusion of a powered lift gurney system and cot, as well as an internal built-in air purification system. Powered lifts in • Authorization to Enter Into a Purchase Order Contract with Emergency Vehicle Group, Inc.
January 10, 2022
RAs are becoming an industry standard, and are necessary as the City's medical call volume continues to increase. Powered lift systems reduce repetitive injuries and costly workers compensation claims. Additionally, the air purification system kills 99% of pathogens in the air and on surfaces, including SARS COV2 which causes COVlD-19.
This delivers a safer cab environment for our crews.
Emergency Vehicle Group (EVG) is the sole source provider of the Road Rescue RAs in the States of California, Arizona, and Nevada. The City has had prior contracts with EVG amounting to approximately $1,045,000 since 2015 for the purchase of three RAs and other replacement parts. EVG has agreed to extend the prices, terms, and conditions to the City of Pasadena for the purchase of three new 2022 Road Rescue Ultramedic RAs, using HGACBuy Contract #AM10-20. The vehicles will be delivered within 240 days after receipt of the purchase order .
COUNCIL POLICY CONSIDERATION:
The proposed contract furthers the City Council's strategic planning goal to ensure public safety.
ENVIRONMENTAL ANALYSIS:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin. , Authorization to Enter Into a Purchase Order Contract with Emergency Vehicle Group, Inc.
January 10, 2022
FISCAL IMPACT:
The cost of this action is $1,029,844. Funding for this action will be addressed in the FY 2023 operating budget as the Public Works Department's Building Systems and Fleet Management Division will be appropriating Year 2 of the 3-Year Fleet Replacement Plan in account 50322060-850500. Indirect and support costs such as maintenance and repair are anticipated to be $130,000 per vehicle over the lifecycle of the vehicles, and will be addressed annually by utilization of budgeted appropriations in the Fire Department's operating budget account 10131016-861600.
Prepared by:
Management Analyst IV
Fire Department
Approved by:
Respectfully submitted,
~~ CHAD AUGLJSiN
Fire Chief
Fire Department
Attachment A - Vehicles No. 0966, 0967 and 0968 Condition Reports Attachment B - Vehicles No. 0956, 0957 and 0958 Condition Reports