TO:
FROM:
Honorable Mayor and City Council
Fire Department
n p rt
August 28, 2023
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH BRAUN NORTHWEST INC FOR THE PURCHASE OF A 2024
NORTH STAR 171-1 AMBULANCE FOR A TOTAL AMOUNT NOT TO
EXCEED $340,252
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 Braun Northwest Inc for the purchase of a 2024 North Star 171-1 Ambulance in an amount not to exceed $340,252. Neither Competitive Bidding nor Competitive Selection -are required pursuant to City Charter Section 1002(h) and Pasadena Municipal Code Section 4.08.049(A)(3), contracts with other governmental entities.
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) 2023, the PFD responded to 21,624 call for service, of which 16,241 (75%) were medical-related emergencies.
The PFD currently operates twelve (12) rescue ambulances (RAs), six (6) of which are front line RAs and six (6) are in reserve status. RA Unit #0961 is a 2013 GMC G4500 Braun with mileage of 110,735, and is currently located at Fire Station 37. The unit has exceeded its useful life and has been deemed eligible for replacement. The vehicle replacing this unit is a 2024 North Star 171-1 Ambulance. Replacing vehicles that have exceeded their useful lives eliminates the need for costly repairs due to age and wear.
MEETING OF 08/28/2023 AGENDA ITEM NO. _l ___ _
Authorization to Enter Into a Purchase Order Contract with Braun Northwest Inc August28,2023
Upon delivery of the replacement RA, RA unit #0961 will be salvaged. The salvage value will be returned to the Department's Fleet Replacement Fund.
In preparation for this purchase, the PFD created a committee to develop the vehicle specifications based on current and future departmental needs, and the budget allocated for the purchase. 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. It was also determined there are no electric options available for a Type 3 RA, due to the gross vehicle weight rating of 16,500 lbs. Based on the existing fleet of RAs and the urgent needs of the PFD, the 2024 North Star 171-1 on a 2023 Ford F-450 4x2 Ambulance Prep diesel chassis was the model determined by the committee to be the best fit.
The Houston Galveston Area Council (HGAC) is one of the largest regional planning commissions in the country and focuses on providing purchasing solutions to jurisdictions. Purchasing the requested RAs utilizing the 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. One such effort managed by HGAC is HGACBuy, a nationwide government procurement service which aims to make the process more efficient. HGAGBuy awards contracts through a public competitive procurement process; contracts are available to participating members such as the City of Pasadena. Moreover, the fact that HGACBuy awarded its contract through a competitive bidding process ensures the cost competitiveness of the purchase.
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 evaluation, HGACBuy extended a contract to Braun Northwest Inc for the 2024 North Star 171-1 model rescue ambulance.
Braun has agreed to extend the prices, terms, and conditions to the City of Pasadena for the purchase of a 2024 North Star 171-1 Ambulance using HGACBuy Contract #AM10-20. An additional 10% contingency allowance of $30,932 has been included to address potential additional labor and equipment costs, and the current unstable market conditions faced by rescue ambulance manufacturers and their supply. The vehicle will be delivered within 530 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.
Authorization to Enter Into a Purchase Order Contract with Braun Northwest Inc August 28, 2023
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.
FISCAL IMPACT:
The cost of this action is $340,252. Funding will be addressed by the utilization of existing budgeted appropriations in the Fire Department General Fund operating budget account for Emergency Medical Services (10131016-850500-91017). Indirect and support costs such as maintenance and repair are anticipated to be $30,000 over the 10 year lifecycle of the vehicle, and will be addressed annually by utilization of budgeted appropriations in the Fire Department's operating budget account 10131016-861600.
Prepared by:
~Let~ S~ie Chang 6
Management Analyst V
Fire Department
Approved by:
MIGUEL~
City Manager
Respectfully submitted,
CHAD AUGUSTIN
Fire Chief
Fire Department
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