City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JUNE 14, 2022 FROM: FIRE DEPARTMENT WARDS: ALL
SUBJECT: MEASURE Z – PURCHASE OF ONE HAZARDOUS MATERIALS SUPPORT VEHICLE AND ONE MULTI-PURPOSE VEHICLE (TYPE 1 MEDIUM DUTY SQUAD/AMBULANCE) IN THE TOTAL AMOUNT OF $797,903 ISSUE:
Recommend that City Council approve the purchase of one hazardous materials support unit from Rosenbauer South Dakota, LLC., and one multi-purpose vehicle (Type 1 Medium Duty Squad/Ambulance) unit from Braun Northwest, Inc., in the total amount of $797,903.
RECOMMENDATION:
That the City Council:
Approve the purchase of one Hazardous Materials Support unit from Rosenbauer South Dakota, LLC. of Fontana, California, in the amount of $416,421; Approve the purchase of one Multi-Purpose Vehicle Type 1 Medium Duty Squad-Ambulance from Braun Northwest, Inc. of Chehalis, Washington in the total amount of $381,482; and Authorize the City Manager, or designee, to execute all documents necessary to complete the financing, including making minor and non-substantive changes.
BACKGROUND:
Hazardous Materials Supports Vehicle -
Replacement of the City of Riverside Fire Departments Hazardous Materials Response Team current Hazardous Materials Support Unit, which is a 1997 Ford Super Duty with 14-foot box. The new Freightliner will have a 22-foot box, which will accommodate all storage needs of the Hazmat Team. The City of Riverside Fire Department Hazardous Materials Team is an Office of Emergency Services (OES) Type 1 Team. The team can perform at the highest level regarding hazardous materials response and Weapons of Mass Destruction. The Team has also expanded its capability to disinfect critical infrastructure during Covid-19.
Type 1 Medium Duty Squad/Ambulance -
The Emergency Medical System (EMS) within Riverside County allows for one exclusive ambulance company to transport patients that are generated by the 911 system. The current EMS system has no redundancy and at times fire department personnel have waited extended times on scene treating critical patients in need of transportation. Since the Covid-19 pandemic began it has become apparent that contingency and emergency plans need to be developed to better serve our firefighters and our community members in an emergency. Over the last few months, the Emergency Medical System has become inundated with extended ambulance response times due to staffing shortages, Covid-19 illness, and ambulance patient offload delays (APOD). The proposed multipurpose ambulance will replace the current Squad 5 and have the same capabilities as Squad 5 with the addition of transport capabilities. The proposed ambulance may be used to transport Firefighters or Police Officers during emergencies and in rare instances the vehicle may be used as a contingency plan in the event the local EMS transport system is inundated with responses, no ambulances are available, or ETA (estimated time of arrival) is extended, and an emergency ambulance is necessary to transport a critically ill or injured firefighter or patient to the hospital. Riverside County EMS Agency and American Medical Response Ambulance company was made aware of the departments intent to purchase an ambulance.
DISCUSSION:
The Measure Z Five-Year Spending Plan was adopted by the City Council on May 16, 2017. Included in that spending plan was approximately $14.5 million in the Fire Department vehicle replacement costs over the first five years, including a one-time infusion of 16 vehicles that were to be financed over 10 years, consisting of eight fire engines, two tiller trucks, one straight truck, two water tenders, one brush truck and two squads. All Measure Z fire apparatus are in service, and the department is in the process of purchasing two more fire engines.
Per Purchasing Resolution 23812, 602(f) Acquisition of Goods, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(f) When Cooperative Purchasing is available and undertaken or when Goods can be obtained Federal, State and/or other public entity pricing contracts or price agreements.” The Hazardous Materials Support Vehicle being purchased from Rosenbauer South Dakota, LLC. which is covered under Sourcewell Cooperative Contract #113021-RSD, and the Type 1 Medium Duty Squad/Ambulance being purchased from Braun Northwest, Inc. is covered under HGAC Cooperative contract #AM10-20. Both cooperative contracts were awarded based on competitive bidding and pricing is confirmed to support these purchases. The Type 1 Medium Duty Squad/Ambulance, from Braun Northwest, Inc., does include options that are not part of the cooperative, or unpublished options, and are needed to complete the construction of the vehicle. The total amount of the unpublished items is $73,136.55 including tax. Per Purchasing Resolution 23812, 602 (d) Acquisition of Goods, “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in… When the Procurement can only be obtained timely from a single source and the Manager is satisfied that the best price, terms and conditions for the Procurement thereof have been negotiated.” Vehicle
Vendor
Cooperative Pricing Total
Unpublished Options Total
Total Cost
2023 North Star 174-1 Module - Type 1 Medium Duty Squad/Ambulance Braun NorthWest, Inc
$308,345.40
$73,136.55
$ 381,481.95
2023 Freightliner M2 106 Hazardous Materials Supports Vehicle Rosenbauer South Dakota, LLC
$416,421.00
$0.00
$ 416,421.00
Since the Rosenbauer South Dakota quote was received on February 22, 2022, the pricing has increased 6.18%. During the process of acquiring all the necessary documentation for the purchase, the vendor reached out with price increases at an average rate of 0.3%-4.3% per month. The current quote expires on June 17, 2022 and may have another increase before the item can be approved by City Council.
Rosenbauer South Dakota
Quote Dated
Price
Increase Per Quote
Overall Price Increase
Monthly PPI Increase
Monthly PPI Increase
2/11/2022
$392,179.75
N/A
N/A
237.235
2.50%
4/12/2022
$393,408.63
0.3133%
0.31%
245.171
3.35%
4/22/2022
$399,093.63
1.4451%
1.76%
249.164
1.63%
5/16/2022
$416,421.00
4.34%
6.18%
TBD
TBD
*PPI Industry group data for Total Manufacturing industries, not seasonally adjusted Purchasing Resolution 23812, Section 1104 (c) states, “Unless otherwise specifically authorized by the Awarding Entity, Change Orders which cumulatively exceed the following will require Awarding Entity approval when 10% of the original contract price for Contracts and/or Purchase Orders previously approved by the Awarding Entity and the total Change Order amount will not exceed $150,000.” The Purchasing Manager concurs that the recommended actions are compliant with Purchasing Resolution No. 23812, 602(f) and 602(d).
STRATEGIC PLAN ALIGNMENT:
Modifications to the Fire Departments Vehicle Replacement Plan contribute to Strategic Priority No. 6 Infrastructure, Mobility and Connectivity, specifically Goal No. 6.2. - to maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
This project aligns with the Cross-Cutting Threads of the City’s Strategic Plan as follows:
Community Trust – This project provides assurance to Riverside’s residents that significant investments are being made to improve public safety facilities, in accordance with the priorities outlined in the Measure Z Spending Plan.
Equity – The Fire Department endeavors to provide fire and life safety services to all Riverside residents. This project will help ensure that the Airport Fire Station No. 5, Arlington Fire Station No. 2 and Sycamore Canyon Fire Station No. 13 can respond to emergencies when needed.
Fiscal Responsibility – This project is utilizing cooperative agreements in accordance with Purchasing Resolution 23812, 602(f), ensuring that the best pricing is obtained.
Innovation – Obtaining specialized fire apparatus at the Airport Fire Station No. 5, Arlington Fire Station No. 2 and Sycamore Canyon Fire Station No. 13 provides the department an enhanced ability to respond to emergency incidents.
Sustainability & Resiliency – The purchasing of fire apparatus and covering will provide the department the ability to respond to incidents more efficiently and the covering will protect the apparatus from the elements.
FISCAL IMPACT:
The total fiscal impact of the action is $797,903. Sufficient funds are budgeted and available in the Measure Z Fund, Fire Operations, Vehicle Replacement Account No. 8001401-450058.
Prepared by: Michael D. Moore, Fire Chief
Certified as to
Availability of funds: Edward Enriquez, Chief Financial Officer/ City Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager Approved as to form: Phaedra Norton, City Attorney
Fire Hazmat S5 -. Page 2