City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: APRIL 16, 2024 FROM: FIRE DEPARTMENT WARDS: ALL
SUBJECT: MEASURE Z – REQUEST APPROVAL TO PURCHASE THREE (3) MULTI-PURPOSE VEHICLES (TYPE 1 MEDIUM DUTY SQUAD/AMBULANCE) FROM BRAUN NORTHWEST INC. FOR A COMBINED TOTAL OF $1,192,619.20 ISSUE:
Recommend that City Council approve the purchase of three (3) multi-purpose vehicles (Type 1 Medium Duty Squad/Ambulance) from Braun Northwest Inc., of Chehalis, Washington through HGAC Cooperative Purchase Program in the amount of $1,192,619.20.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of three (3) multi-purpose vehicles Type 1 Medium Duty Squad/Ambulance from Braun Northwest Inc, of Chehalis, Washington; and Authorize the City Manager, or designee, to execute all documents necessary to complete the financing, including making minor and non-substantive changes.
BACKGROUND:
Type 1 Medium Duty Squad/Ambulance –
The proposal is for three (3) multi-purpose rescue ambulances to replace the current squad configuration, which addresses a critical need within the Riverside County Emergency Medical Services (EMS) system. The absence of redundancies in the current EMS system, coupled with extended wait times for critical patient transport, underscores the importance of having contingency and emergency plans in place to ensure prompt service for both firefighters and community members during emergencies, especially in light of events like the COVID-19 pandemic.
The multi-purpose rescue ambulance will offer the same capabilities as the current squad, with the added ability to transport patients. This versatility allows for the transport of not only patients but also firefighters or police officers during emergencies. Importantly, in situations where the local EMS transport system is overwhelmed or experiencing extended response times, the rescue ambulance can serve as a crucial contingency plan. It will be able to transport critically ill or injured individuals to the hospital, ensuring timely access to medical care.
In collaboration with Riverside County Emergency Medical Services Agency and American Medical Response Ambulance company the specific criteria for the use of the rescue ambulance demonstrates a proactive approach to ensure clarity and adherence to protocols. This ensures that the rescue ambulance is deployed appropriately and effectively in emergency situations.
DISCUSSION:
The Measure Z Five-Year Spending Plan was adopted by the City Council in 2016. 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 ten 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.
On June 9, 2023, Houston-Galveston Area Council (HGAC) issued RFP AM10-23 for Ambulances, EMS & Special Service Vehicles. The RFP was advertised in the Forward Times on June 14, 2023, and June 21, 2023. The RFP closed on August 10, 2023, with twenty-one (21) responses. This RFP resulted in multiple awards based on items available by bidders. Bidders need to receive a minimum score of 70 to be awarded a contract. Braun Northwest, Inc. received a score of 90 resulting in a contract award in four of the nine categories.
The three (3) Type 1 Medium Duty Squad/Ambulance being purchased from Braun Northwest, Inc. is covered under HGAC Cooperative contract #AM10-23. The three (3) Type 1 Medium Duty Squad/Ambulance from Braun Northwest, Inc. includes 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 $32,855.00 including tax.
Per Purchasing Resolution 23914, 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
Unpublished Options Total
Total Cost
2023 North Star 174-1 Module - Type 1 Medium Duty Squad/Ambulance Braun NorthWest, Inc
$32,855.00
$1,192,619.20
Per Purchasing Resolution 23914, 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 from federal, state, and/or other public entity pricing contracts or price agreements.” The Purchasing Manager concurs that the recommended actions complies with Purchasing Resolution No. 23914, 602(d) and 602(f).
The apparatus that the Fire Department is requesting to replace include:
Vehicle
Asset
Purchase Date
Mileage
LTD Maint. Cost*
Disposition Plan
Squad-5
E442
05/01/2016
91,674
$115,562.86
Decommission
Squad-2
E445
09/18/2018
50,233
$49,453.27
Replacing Utility 1
Squad-1
E446
09/18/2018
55,792
$35,290.83
Sta. 3 Utility
*Life To Date (LTD)
STRATEGIC PLAN ALIGNMENT:
These items contribute to the following Strategic Priorities:
The Fire Departments Vehicle Replacement Plan will contribute to the City’s Strategic Priority of Community Well-Being, Goal 2.6 to strengthen community preparedness for emergencies to ensure effective response and recovery. Also, Goal No. 6.2 Infrastructure, Mobility & Connectivity, 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 each of the five Cross-Cutting Threads as follows:
Community Trust – This project assures Riverside’s residents that significant investments are being made to improve public safety by 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 all squads/ambulances can provide emergency transport redundancy when fire department personnel are waiting for ambulance transport.
Fiscal Responsibility – This project utilizes Purchasing Resolution 23812, 602(f), cooperative agreement, ensuring that the best pricing is obtained.
Innovation – Having the squad/ambulance equipment all have the ability to provide emergency transport provides redundancy to the City of Riverside Fire Services. emergency services.
Sustainability & Resiliency – The purchasing of the squad/ambulance provides the need contingency and emergency backup that gives our fire department resiliency when the current provider is delayed to emergency incidents.
FISCAL IMPACT:
The total fiscal impact of the action is $1,192,619.20. Sufficient funds are budgeted and available in Measure Z Fund, Fire-Operations, Fire Vehicle Replacement Account No. 8001401-450058.
Prepared by: Steve McKinster, Deputy Fire Chief
Approved by: Michael D. Moore, Fire Chief
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Mike Futrell, City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
Braun-Northwest Cooperative Agreement & HGAC Contract Proposal Measure Z Photo
Fire Multi-Purpose Vehicles ● Page 2