of PASADEN
1886*7 Agenda Report
INCORPORA JUNE
September 18, 2023
TO: Honorable Mayor and City Council
FROM: Fire Department
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH WINNER CHEVROLET, INC. FOR THE PURCHASE OF ONE
2024 CHEVROLET SILVERADO ELECTRIC VEHICLE (EV) FOR A
TOTAL OF $87,434
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060 (c)(2), 15060 (c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required for the project; and
2. Authorize the City Manager to enter into a purchase order contract with Winner Chevrolet, Inc. for the purchase of one 2024 Chevrolet Silverado Electric Vehicle (EV) in an amount not to exceed $87,434; Competitive Bidding is not required pursuant to City Charter Section 1002(H), contracts with other governmental entities or their contractors; and
3. Grant the proposed PO Contract exemption from the Competitive Selection 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) 2023, the PFD responded to 21,624 call for service, of which 16,241 (75%) were medical-related emergencies.
The PFD's Operations Bureau was approved for an additional 1.0 Emergency Medical Services (EMS) Captain position as part of the Department's fiscal year (FY) 2024 MEETING OF - 09/18/2023 AGENDA ITEM NO. 2
Authorization to Enter Into Contract with Winner Chevrolet, Inc.
September 18, 2023
Operating Budget. The position reports to the EMS Battalion Chief and is responsible for performing oversight and coordination of major EMS programs, and supervising EMS personnel. The EMS Captain will also manage all special events throughout the year which includes the Rose Bowl Stadium, the Rose Parade and Rose Bowl Game, 30 major annual events, and approximately 15-20 additional minor events. Typical special event deployments include up to 29 additional fire personnel, with the Rose Parade staffing up to 65 additional positions. The EMS Captain will serve as a formal liaison between hospital staff and PFD responders, oversee service concerns and complaints, provide supervision at moderate to large scale medical emergencies, and any emergency or disaster where a supervisory medical component would be necessary. An EMS Captain vehicle is required to perform the indicated functions. The vehicle must have the ability to carry field supplies to sustain command support at large incidents, as well as the provision of specialty equipment at the scenes of emergencies.
In preparation for this purchase, the PFD convened a committee to develop the vehicle specifications based on current and future departmental needs, and to align with the City Council's goals of fleet electrification. This committee was comprised of a diverse selection of departmental staff and other experienced personnel including mechanics from Fleet Maintenance. The committee solicited input from the entire department to determine the capabilities and features required of the specialized apparatus. Based on the significantly lower costs to power and maintain an electric vehicle versus fueling gas-powered vehicles, the additional climate and health benefits of eliminating greenhouse gas (GHG) emissions, along with the vehicle performance benefits, the 2024 Chevrolet Silverado EV model was determined by the committee to be the best fit.
The State of California's Department of General Services establishes purchases of fleet vehicles at contracted pricing to various vendors. The contracts are available to the State of California and to local governmental agencies. On August 16, 2021, the State of California issued an invitation to submit competitive bids for Fleet Vehicles - Vans & SUVs. Through the formal bid process under Bid Specification 2310-4181 for Fleet Vehicles, the State's Procurement Division awarded Contract #1-22-23-23D to Winner Chevrolet, Inc. The Contract is effective from May 1, 2022 through April 30, 2025.
Purchasing the requested EMS Captain Vehicle utilizing the State of California Contract #1-22-23-23D 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. Winner Chevrolet has agreed to extend the contract prices, terms, and conditions of this contract to the City of Pasadena for the purchase of one 2024 Chevrolet Silverado EV for $83,270. An additional 5% contingency allowance has also been included to address the current unstable market conditions faced by the manufacturers and their supply chain. The apparatus is expected to be delivered within 30 days after receipt of the purchase order.
Authorization to Enter Into Contract with Winner Chevrolet, Inc.
September 18, 2023
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.
FISCAL IMPACT:
The total cost of this action will be up to $87,434. Funding will be addressed by the utilization of existing budgeted appropriations in the Fire Department General Fund operating budget account for EMS (10131016-850500-91017). Indirect and support costs such as maintenance and repairs are anticipated to be $15,000 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 (10131016-861600).
Respectfully submitted,
Chad Are
CHAD AUGUSTIN
Fire Chief
Fire Department
Prepared by:
AtepLC
Stephanie Chang
Management Analyst V
Fire Department
Approved by:
tiel It
MIGUEL MÁRQUEZ
City Manager