City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00479 5/9/2023 Consent Item 7.
Cooperative Purchase Agreement: Fire Ambulances [Published for 10-Day Review on 4/27/2023]
File ID: 2023-00479
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or City Manager’s designee to execute Supplement No. 1 to Contract No. 2023-0177 with Braun Northwest, Inc. for the purchase of two Fire Ambulances in an amount not to exceed $511,532 for a revised total contract not-to-exceed amount of $1,334,920.
Contact: Bobbie Small, Program Specialist, (916) 808-6711, [email protected]; Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected]; Department of Public Works
Presenter: None.
Attachments:
1-Description/Analysis
2-Contract Supplement No. 1
Additional Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, has a customer requirement to purchase two new ambulances for the Sacramento Fire Department. The ambulances will be used to care for and provide life saving measures for the citizens of the City of Sacramento.
Policy Considerations: Vehicles are included as part of the adopted budget. The recommendations in this report are in accordance with City Code Chapter 3.56, which requires City Council approval of purchases of $250,000 or more.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000 shall be made available to the public at least ten (10) days prior
File ID: 2023-00479 5/9/2023 Consent Item 7.
to council action. Item was published for 10-day review on April 27, 2023, in compliance with the City Code.
Economic Impacts: None.
Environmental Considerations
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of vehicles and are not considered to be a project in accordance with Section 15378(b)(2) of the C EQA guidelines.
Sustainability: The recommended purchases are consistent with the Fleet Sustainability Policy adopted by City Council on December 12, 2017 (Resolution No. 2017-0478). The City has not yet identified electric powered ambulances that meet the operational needs of the Fire Department.
Commission/Committee Action: None.
Rationale for Recommendation: After reviewing the available purchase options, the Fleet Management Division has determined that the HGAC cooperative purchase agreement with Braun Northwest, Inc. represents the most advantageous purchasing strategy. The contract was competitively bid nationally, and HGAC receives greater discounts from the manufacturer due to a higher purchase volume than the City would receive if issuing its own bid.
In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement method increases pricing competitiveness and lowers operating costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protest, and administration of the contract.
The City has used both regional and national cooperative purchase agreements to complement its own contracting initiatives. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and to share resources with other jurisdictions. Cooperative purchasing also leverages internal and external resources to maximize cost savings opportunities for the City.
Financial Considerations: The recommended purchase, in a total amount not to exceed $511,532 will be made from the Department of Public Works Fiscal Year (FY) 2022/23 operating budget (Fleet Fund, Fund 6501) and will be charged to the Fire Department Advanced Life Support Equipment Program (F12000200). Sufficient funding exists in the Department of Public Works FY2022/23 operating budget and the Fire Department Advanced life Support Equipment Program (F12000200) to support the recommended purchase.
File ID: 2023-00479 5/9/2023 Consent Item 7.
Local Business Enterprise (LBE): Braun Northwest, Inc. is not an LBE. The minimum LBE participation requirement is waived for the City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar LBE programs.
______________________________ CONTRACT ROUTING SHEET Contract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract. General Information (Required) Original Contract # (supplements only): 2023-0177 Supplement/Addendum #: 01 Assessor’s Parcel Number(s):Contract Effective Date: 10/14/2022_ Contract Expiration Date (if applicable): 9/30/2023 $ Amount (Not to Exceed):$ 1,334,920.00Adjusted $ Amount (+/-):$ 511,532.00 Other Party:Braun Northwest, Inc. Project Title:Medics Project #: Bid/RFQ/RFP #: AM10-20 City Council Approval:YESif YES, Council File ID#: Contract Processing Contacts Department: Public Works Project Manager: Bobbie Small Contract Coordinator: Song Moua Email: [email protected] Department Review and Routing Accounting: Supervisor: Division Manager: Other: (Signature) (Date) (Signature) (Date) (Signature) (Date) (Signature) (Date) Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.) Recording RequestedOther Party Signature Required ------------------FOR CLERK & IT DEPARTMENTS ONLY – DO NOT WRITE BELOW THIS LINE------------------ CC Rev. 12.19.2018
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Medics Date: 4/12/2023 Purchase Order #: Supplemental Contract No.: 01 The City of Sacramento ("City") and __Braun Northwest, Inc._____________________________________("Contractor"), as parties to that certain Goods Agreement designated as Contract Number _2023-0177_____________, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: 1. The Technical Specifications specified in Exhibit A of the Contract is amended as follows: Purchase of two (2) 2024 Northstar 165-3 Ambulances on 2024 Ford E-450 4x2 ambulance prep gas chassis based upon enclosed NS#3192,93,94-3 “As-Built” specifications dated 4/30/21 and drawings dated 11/11/21. 2. In consideration of the additional and/or revised goods described in section 1, above, the maximum not-to-exceed amount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, is increased/decreased by _$511,532__, and the Contract’s maximum not-to-exceed amount is amended as follows: Agreement's original not-to-exceed amount: _$823,388_ Net change by previous supplemental contracts: _______0.00_ Not-to-exceed amount prior to this supplemental contract: _$823,388_ Increase/decrease by this supplemental contract: _$_511,532_ New not-to exceed amount including all supplemental contracts: _$1,334,920_ 3. Contractor agrees that the amount of increase or decrease in the not-to-exceed amount specified in section 2, above, shall constitute full compensation for the additional and/or revised goods specified in section 1, above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised goods, including costs associated with any changes and/or delays in schedules or in the provision of additional and/or revised goods or other work by Contractor. 4. Contractor warrants and represents that the person or persons executing this supplemental contract on behalf of Contractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to the terms hereof. 5. Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, and Contractor shall provide all of the goods and perform all of the services, duties, obligations, and conditions required under the Contract, as supplemented and modified by this supplemental contract. [SIGNATURES ON FOLLOWING PAGE]
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Attest: ____________________________________ Contractor City Clerk Approved By: Ryan Moore , Assistant City Manager City of Sacramento