For City Council Meeting [January 24, 2023]
TO: Honorable Mayor and City Council
APPROVAL: Arron Brown, Acting City Manager
FROM: Brian Park, Fire Chief
Title
Request City Council to (1) Adopt Resolution No. 8183 Amending the Fiscal Year 2023-2024 Year Budget Appropriating 1,806,831.29 from the EMS GEMT Fund Account No. 209-500-5175-3050; (2) Authorize the Purchase of Five Type-2 Ambulances in the Amount of $935,198.05 to National Auto Fleet Group through Sourcewell cooperative contract 091521-NAF; (3) Approve Individual Purchase Orders for EMS and Emergency Communication Equipment in the amount of $871,633.24; and (4) Authorize City Manager or Designee to Execute All Related Documents.
(ACTION)
Body
BACKGROUND
The Rialto Fire Department currently has a total of nine ambulances (5 frontline and 4 reserve). Four of the nine ambulances have been refurbished over the past eight years rather than replaced as part of the Fire Department’s Strategic Plan and Fleet Replacement Program. As opposed to replacement, each refurbished ambulance created a $50,000 or 40% savings per unit.
Following a fleet assessment with City Yards, four of the ambulances met the criteria for replacement based on age, mileage, maintenance costs, and current condition.
ANALYSIS/DISCUSSION
The delivery of the Rialto Fire Department-based ambulance transport services is a great benefit to the Rialto Community members. Due to the nature of emergency medical transportation, these vehicles must be dependable and in top running condition.
The Rialto Fire Department continues to evaluate opportunities to be more effective and more efficient. The Rialto Fire Department is requesting to purchase the five-type two ambulances which would represent a 30% reduction from our ambulance platform, or approximately $65,000 per unit. The purchase of a five type-two ambulance would represent a savings of approximately $325,000 as compared to the traditional replacement with the larger modular ambulance units. Acquisition time is also greatly reduced because a type two ambulance can be available in approximately 6 months, whereas the modular units are estimated at 600 days.
The type two ambulances will be purchased through the cooperative purchase program Sourcewell. In 2011, the City of Rialto entered an Interlocal contract with Sourcewell to participate in its cooperative purchasing program. In 2022, the City of Rialto renewed the agreement with Sourcewell. Sourcewell is a “Government-to-Government” procurement service available nationwide. The benefits of utilizing this cooperative purchasing program are that it assists local governments in reducing costs by capitalizing on bulk purchasing power and pre-established competitive bids.
Pursuant to the provisions of the City’s Purchasing Ordinance, Section 2.48.210 “Cooperative Purchasing Programs,” the City Council may authorize the acquisition of the ambulances through a joint powers or other cooperative purchasing program. The fleet purchase is offered to public sector agencies through the national Sourcewell cooperative contract 091521-NAF.
Staff also requests $50,000 for Advance Life Support equipment and supplies as well as $16,342.84 for installation of emergency communications that are required to have the ambulance fully functional and operational. Medical equipment to be purchased include Auto Pulse Mechanical CPR Devices, and X-Series Cardiac Monitors from Zoll Medical Corporation, Inc. In the amount of $363,146.29. The Gurney & Stair Chair Pro from Stryker Medical will be purchased under the GSA Schedule Disaster Purchasing Program in the amount of $393,160.01. The department is also requesting, $15,795.67 for CSI which are the internal emergency components for the ambulances. Staff is also requesting $33,188.43 for Motorola and items to purchase are head units for ambulances. Disclosure forms from National Auto Fleet Group, Zoll Medical Corp, Stryker Medical, and 10-8 Retrofit can be found in the attachments.
ENVIRONMENTAL IMPACT
This request is not a Project as defined by Section 15378 of the California Environmental Quality Act (CEQA) Guidelines. A “Project” means the whole of an action, which has the potential to result in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. By definition, a Project does not include the creation of government funding mechanisms or other government fiscal activities that do not involve any commitment to any specific project that may result in a potentially significant physical impact on the environment according to Section 15378 (b)(4) of the CEQA Guidelines.
GENERAL PLAN CONSISTENCY
5-3:1 Provide for fire personnel, equipment, and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget Impact (None)
CAPITAL IMPROVEMENT BUDGET IMPACT
Funds for five type two ambulances, EMS Equipment and Emergency Communication Equipment in the amount of 1,806,831.29 are available in the GEMT Fund Account No. 209-500-5175-3050.
Purchase from Zoll Medical Corporation shall be through a sole source agreement (attached). The Gurney & Stair Chair Pro from Stryker Medical will be purchased under the GSA Schedule Disaster Purchasing Program. Staff worked with the city’s purchasing division and determined that this award is acceptable as specified in the City of Rialto Municipal Code Section 2.48.210 General - Cooperative Purchasing Agreements (Piggybacking), which states:
“Where advantageous for the City, the Purchasing Manager is authorized to purchase supplies, materials, equipment and contractual services through legal contracts of other governmental jurisdictions or public agencies without further contracting, solicitation, or formal bidding, provided such practice otherwise complies with state law. This practice
is commonly referred to as “piggybacking.” Utilization of cooperative purchasing agreements must include:
a) Minimal change in specifications from original bid.
b) Copy of the request for bids and all bids received for the subject item(s) by the originating agency.
c) Authorization from the originating agency to use the bid.
d) Authorization and agreement from the vendor to supply the supplies, materials, equipment or services in accordance with the terms of the bid.
e) Utilization of CMAS, GSA, or “County established contracts.”
LICENSING
In accordance with RMC 5.04 no business license is required as services are not carried on within the city limits.
RECOMMENDATION
Staff recommends that the City Council:
• Request City Council to (1) Adopt Resolution XXXX Amending the Fiscal Year 2023-2024 Year Budget and Appropriating 1,806,831.29 from the EMS GEMT Fund Account No. 209-500-5175-3050;
• Approve a Purchase Order to National Auto Fleet Group, for the purchase of five Ambulances in the amount of $935,198.05
• Approve a Purchase Order to Zoll Medical Corporation for Advanced Life Support Equipment and Supplies in the amount of $363,146.29.
• Approve a Purchase Order to Stryker Medical for Gurneys and Stair Chair Pros In the amount of $393,160.01.
• Approve a Purchase Order to 10-8 Retrofit for the emergency communications installation in the amount of $16,342.84.
• Approve a Purchase Order to Advance Life Support Equipment in the amount of $50,000.
• Approve a Purchase Order to CSI for vehicle radios in the amount of $15,795.67.
• Approve a Purchase Order to Motorola Radios in the amount of $33,188.43.
• Authorize the City Manager or Designee to Execute all Related Documents.