TO: HONORABLE MAYOR FROM: Julia H. Cooper
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: February 6, 2023
Approved Date
2/8/23
SUBJECT: ACTIONS RELATED TO THE PURCHASE ORDER WITH BRAUN NORTHWEST, INC. FOR RESCUE MEDIC AMBULANCES
RECOMMENDATION
Adopt a resolution authorizing the City Manager to:
(a) Execute a purchase order with Braun Northwest, Inc. (Chehalis, WA), for rescue medic ambulances for a one-year term beginning on or about March 1, 2023, and ending on or about February 28, 2024, for a not-to-exceed amount of $3,300,000;
(b) Approve a contingency of $350,000 for unanticipated modifications to rescue medic ambulance specifications, subject to the appropriation of funds; and
(c) Exercise up to four additional one-year options to extend the term of the purchase order, with the last option ending on or about February 28, 2028, subject to the appropriation of funds.
SUMMARY AND OUTCOME
The City of San José (City) requires new rescue medic ambulances to replace, modernize, and expand the Fire Department’s existing fleet. Currently, the Fire Department has three rescue medic ambulances beyond their service life and needs five additional rescue medic ambulances. Authorizing the City Manager to take this action provides the City with new rescue medic ambulances.
COUNCIL AGENDA: 2/28/23
FILE: 23-265
ITEM: 2.16
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Actions Related to the Purchase Orders with Braun Northwest, Inc. for Rescue Medic Ambulances
BACKGROUND
The Fire Department provides “all-hazard” emergency response in pursuit of its mission to protect life, property, and the environment through prevention and response. While City population has been relatively consistent over the past few years, incident responses and call volume have steadily increased. Call volume was 91,595 in Fiscal Year 2019-2020, 94,784 in Fiscal Year 2020-2021, and 103,145 in Fiscal Year 2021-2022 with current Fiscal Year 2022- 2023 projections showing on par growth.
The added call volume has become increasingly challenging for the Fire Department to meet response time and emergency medical service requirements. As resource availability becomes strained due to rising call volume, it has been increasingly challenging for the Fire Department to provide rescue medic ambulance resources and maintain response time performance levels. The Fire Department completed 494 transports to local hospitals in 2022.
The Fire Department put two rescue medic ambulances into service on January 18, 2002.
These rescue medic ambulances were deployed to provide patient transport to local hospitals, in the event Santa Clara County Emergency Medical Services reached low level ambulance response. The Fire Department added three additional rescue medic ambulances in 2004.
ANALYSIS
In October 2022, the Finance Department released a competitive Request for Bid to procure rescue medic ambulances. One responsive, responsible bid was submitted.
Local and Small Business Enterprise Preference: In accordance with San José Municipal Code Section 4.12.320B, bidders who requested and qualified for the local business preference would be given a 2.5% credit of the cost bid. Bidders who requested and qualified for the small business preference would be given an additional 2.5% credit of the cost bid.
The bidder did not request the local or small business enterprise preference.
Protest: The City’s Request for Bid process included a 10-day protest period that began when the City issued the Notice of Intended Award on December 8, 2022. No protests were received.
Award Recommendations: Staff recommends award of purchase order to Braun Northwest, Inc. pursuant to the formal bidding procedures of the San José Municipal Code, Section
4.12.310B.
Approval of this recommendation will ensure the City has new rescue medic ambulances to replace, modernize, and expand the Fire Department’s existing fleet.
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Actions Related to the Purchase Orders with Braun Northwest, Inc. for Rescue Medic Ambulances
EVALUATION AND FOLLOW-UP
This memorandum will not require any follow-up from staff.
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the purchase orders recommended as part of this memorandum.
Fund # Appn. # Appn. Name
Total
Appn.
Amt. for
Recommendation
2022-2023 Adopted
Operating Budget
Page
Last Budget
Action (Date,
Ord. No.)
001 6363 Fire Apparatus
Replacement $12,283,000 $3,300,000 792 10/18/2022,
30833
COORDINATION
This memorandum has been coordinated with the Fire Department, Department of Public Works, the City Attorney’s Office, and the City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted to the City's Council Agenda website for the February 28, 2023, City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
HONORABLE MAYOR AND CITY COUNCIL
February 6, 2023
Subject: Actions Related to the Purchase Orders with Braun Northwest, Inc. for Rescue Medic Ambulances
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
/s/
JULIA H. COOPER
Director of Finance
For questions, please contact Luz Cofresí-Howe, Assistant Director of Finance, at [email protected].