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Agenda Report
December 11, 2023
TO: Honorable Mayor and City Council
FROM: Fire Department
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER CONTRACT WITH BRAUN NORTHWEST INC FOR THE PURCHASE OF TWO (2)
2025 NORTH STAR 167-3 AMBULANCES FORA TOTAL AMOUNT
NOT TO EXCEED $660,000
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the recommended actions are exempt from the California Environmental Quality Act ("CEQA") pursuant to State CEQA Guidelines per Section 15061(b)(3), the "Common Sense" exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment; and
2. Authorize the City Manager to enter into a purchase order contract with Braun Northwest Inc for the purchase of two (2) 2025 North Star 167-3 Ambulances in an amount not to exceed $660,000. 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. Prior to FY 2023, the Department operated five full-time ambulances. On August 15, 2022, Pasadena City Council approved the purchase of two (2) 2023 Ford E450 RAs for $660,000 with Emergency MEETING OF.12/11/2023AGENDA ITEM NO.7
Authorization to Enter Into a Purchase Order Contract with Braun Northwest Inc December 11, 2023
Vehicle Group (EVG) for an additional sixth full-time ambulance. Funds for the purchase were appropriated through the Department's Ground Emergency Medical Transportation (GEMT) supplemental reimbursement program.
In August 2023, EVG notified the Department that they would not be able to supply the two Ford vehicles due to supply chain difficulties. The EVG purchase order was cancelled. Fortunately, the Department was able to identify two RAs from Braun Northwest Inc with matching prices and specifications. Braun has agreed to extend the prices, terms, and conditions to the City of Pasadena for the purchase of two (2) 2025 North Star 167-3 Ambulances using Houston Galveston Area Council (HGAC) Contract #AM 10-20.
The 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. HGACBuy 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 alt 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 2025 North Star 167-3 model rescue ambulance.
The PFD's Apparatus Committee, comprising of a diverse selection of department staff, firefighter paramedics, and other experienced personnel including mechanics from Fleet Maintenance, has determined the 2025 North Star 167-3 model to be able to meet all capabilities and features required of the new RAs. There are no electric options available for a Type 3 RA, due to the gross vehicle weight rating of 16,500 Ibs. The two RAs 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.
ENVIRONMENTAL ANALYSIS:
This project is exempt from CEQA review pursuant to State CEQA Guidelines Section Authorization to Enter Into a Purchase Order Contract with Braun Northwest Inc December 11, 2023
15061(b)(3), the "Common Sense" exemption that CEQA applies only to projects which have the potential for causing a significant effect on the environment. The action proposed herein would provide for the purchase of two additional RAs. No physical changes to the environmental would occur. Therefore, there is no possibility that the proposed activity may have a significant effect on the environment and the project is exempt from CEQA.
FISCAL IMPACT:
The cost of this action is $660,000. Funding will be addressed by the utilization of existing budgeted appropriations in the Fire Department General Fund operating budget account for Emergency Medical Services (10131016-850500-9101 7). Indirect and support costs such as maintenance and repair are anticipated to be $30,000 over the 10 year lifecycle of the vehicles, and will be addressed annually by utilization of budgeted appropriations in the Fire Department's operating budget account 10131016-861600.
Respectfully submitted,
CHAD AUGUStlN'
Fire Chief
Fire Department
Prepared by:
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Stephanie Chang (^
Management Analyst V
Fire Department
Approved by:
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MIGU&h-MARQUEZ
City Manager