Agenda Item #13.5
For Council Meeting of: October 22, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: SCOTT WESTROPE, FIRE CHIEF
SUBJECT: APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF TWO RESCUE AMBULANCES UTILIZING THE PRICING FROM THE HOUSTON GALVESTON AREA COUNCIL (HGAC) COOPERATIVE AGREEMENT AM10-23 WITH REPUBLIC EVS CONTRACT AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Fire Department that the Council, by resolution: 1) approve use of the Houston-Galveston Area Council (H-GAC) Cooperative Agreement (Contract AM10-23) with Republic EVS to issue a Purchase Order to purchase two (2) Medix Specialty Vehicles Type I ME 153” on 2024 Ford F-350 4 x 4 Diesel Powered Chassis, Two-Door Standard Cab for rescue ambulances in an amount not to exceed amount of $491,728.07; and 2) authorize the City Manager or designee to negotiate and execute any necessary documents, agreements or amendments to complete the purchase that are in a form approved by the City Attorney.
EXECUTIVE SUMMARY
The Fire Department recommends the City purchase two (2) Medix Rescue Ambulances up to a not to exceed amount of $491,728.07. To the extent possible, staff recommends use of cooperative purchasing using the H-GAC program where the City would purchase the ambulances from Republic EVS with issuance of a City Purchase Order. Any other documents or agreements related to cooperative purchasing executed by the City Manager would need to be in a form approved by the City Attorney.
BACKGROUND
As part of the Fire Department’s strategy to address the needs of the City, the Department placed two Paramedic Squads in service in July 2024. As a short term solution to deploy the squads in a timely manner, they were placed on two new pickups purchased by the Santa Rosa Fire Foundation. As part of the 2024 budget process the Public Safety and Prevention Citizen’s Oversight Committee (PSAP) made a budget recommendation to council to allocate $500,000 of PSAP funds towards the purchase of two rescue ambulance, which City Council approved in the FY 24/25 Budget.
Moving the paramedic squads off of the pickup platform and into a transport capable squad (ambulance) platform achieves two main goals. First, it allows the Department to surge into the EMS system when ambulance levels are low in order to enhance transport capabilities in the City and provide a higher level of service to our citizens. It also improves the safety factor to any firefighter down scenario where the Department could transport injured suppression personnel from an incident. Secondly, by placing an ALS capable ambulance in the service, this establishes the timelines for the City to maintain 201 and 224 rights should the City decide in the future to standup full time ambulance service.
The department began researching the necessary specification and was presented with an option to purchase two Medix Specialty Vehicles Type I ME 153” on 2024 Ford F-350 4 x 4 Diesel Powered Chassis, Two Door Standard Cab from Republic EVS. The two rescue ambulances that meet our specifications and will be ready for delivery in 180 days or less from receipt of the Purchase Order by Republic EVS. Estimates for ambulances run typically from 18-24 months, so this purchase expedites the process significantly. The rescue ambulances hold space for firefighting personal protective equipment and self-contained breathing apparatus outside of the passenger compartment which differentiates them from a standard ambulance.
PRIOR CITY COUNCIL REVIEW
Not applicable.
ANALYSIS
This item, if approved, will authorize the purchase of two rescue ambulances from Republic EVS of Huntington Beach CA, in an amount not to exceed $491,728.07.
Staff recommends delegation of authority to the Purchasing Agent to use the Houston-Galveston Area Council (H-GAC) Cooperative Agreement AM10-23 with Republic EVS of Huntington Beach, CA under which Republic EVS makes its equipment available under competitive prices to H-GAC members. In typical cooperative purchase transactions, the City issues its purchase order to Republic EVS to purchase the ambulances.
The H-GAC Cooperative Agreement No. AM10-23 is a contract between H-GAC and Republic EVS. which includes non-standard terms and conditions. The City can utilize the solicitation and access favorable pricing under H-GAC Buy Contract No. AM10-23 to make its own purchase from Republic EVS directly. The City will issue a Purchase Order to Republic EVS that will include the City’s standard terms and conditions.
Santa Rosa City Code Section 3-08.160 allows for cooperative purchases when advantageous to the City. H-GAC’s procurement process includes research, specifications preparation, pre-bid and preproposal conferences, legal notice posting and advertising, bid/proposal review and contract execution available at a national level. Additional benefits to utilizing a cooperative purchase agreement is an expedited procurement process, volume purchasing discounts, on-duty professional staff assistance, research and development of technical specifications, and contract management services provided by the lead agency (H-GAC). Staff has determined that a new competitive bid solicitation would not result in achieving beneficial competitive results.
In addition to authorizing the Purchasing Agent to utilize (to the extent possible) cooperative purchasing for the two Rescue Ambulances, staff recommends that Council delegate authority to the City Manager or designee to negotiate and execute necessary documents and agreements for purchase. Payment is due at the time of delivery and title of the vehicles will be delivered within fourteen (14) business days after payment is processed.
FISCAL IMPACT
The funds for this purchase are funded in Fiscal Year 2024-2025 Public Safety and Prevention Sale Tax budget, as approved by City Council.
Vehicles purchased using PSAP funds are not included in the General Fund Fleet Replacement Program. The PSAP vehicles will be maintained and replaced using PSAP funds.
Approval of this action will not have a fiscal impact on the general fund.
ENVIRONMENTAL IMPACT
The proposed action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15378 in that the purchase order is not considered a project under CEQA, and no environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Resolution/Exhibit A
PRESENTERS
Scott Westrope, Fire Chief
Sara Roberts, Administrative Analyst - Budget
APPROVAL AND ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF TWO RESCUE AMBULANCES PAGE 3 OF 3