HomeMy WebLinkAbout2011-04-26; City Council; 20520; PURCHASE REPLACEMENT MOBILE INTENSIVE CARE UNITCITY OF CARLSBAD - AGENDA BILL 12
AB# 20,520
MTG. 04/26/11
DEPT. PEM
AUTHORIZATION TO PURCHASE A
REPLACEMENT MOBILE INTENSIVE CARE UNIT
AND APPROPRIATE ADDITIONAL FUNDS
DEPT. DIRECTOR $#^
CITY ATTORNEY ^</
CITY MANAGER \Jj-^
RECOMMENDED ACTION:
Adopt Resolution No. 2011-076 authorizing the purchase of a replacement for Mobile Intensive
Care Unit (MICU) F069 from Emergency Vehicle Group, Inc. and appropriating $32,889 from the Fleet-
Vehicle Replacement Fund to be added to the FY 10-11 Fleet-Vehicle Replacement Budget.
ITEM EXPLANATION:
Funds in the amount of $158,000 were appropriated for the replacement of Mobile Intensive Care Unit
(MICU) F069 for the FY 10-11 budget cycle. MICU F069 is an ambulance that has 97,747 miles and
was originally entered into service on 01/19/1997. This unit does not include an hour meter and staff
was unable to determine the total hours on the engine using diagnostic equipment. Maintenance costs
to date on MICU F069 are in excess of $47,695. The established life expectancy criterion of an MICU is
four years or 80,000 miles. This vehicle exceeds both criteria. This replacement request has been
reviewed by the City's Fleet Management Committee, and was recommended for approval during the
FY10-11 Budget cycle.
In accordance with Carlsbad Municipal Code Section 3.28.090, the Purchasing Officer is authorized to
purchase equipment through cooperative purchasing programs with other public agencies when the
agency has made their purchase in a competitive manner. This vehicle purchase is based on a formal
bidding process from the Escondido Fire Department, bid #10-01, on a bid received from Emergency
Vehicle Group, Inc. as the lowest responsible bidder. Escondido approved the bid on December 9,
2009. The cost of the replacement MICU, including modifications to meet Carlsbad Fire Department
standards and graphics, is $190,889.03, tax and fees included. A purchase agreement with Emergency
Vehicle Group, Inc. is attached as Exhibit 2.
ENVIRONMENTAL IMPACT:
The proposed procurement of equipment and appropriation of funds do not qualify as a "project" under
the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15378 as it does
not result in a direct or reasonable foreseeable indirect physical change in the environment.
DEPARTMENT CONTACT: John McKelvey 760-434-2992, john.mckelvey@carlsbadca.gov
FOR CITY CLERKS USE ONLY
COUNCIL ACTION: APPROVED
DENIED
CONTINUED
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AMENDED
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FISCAL IMPACT:
Funds in the amount of $158,000 were appropriated for the replacement of MICU F069 (Ambulance)
in the FY 2010-11 budget cycle. The total cost of the replacement vehicle, including tax and standard
fees, is $190,889.03. The reason for the shortfall in the allocation for this replacement MICU is that
cost increases have outpaced the inflation assumptions programmed into the replacement fund. In
order to reduce the likelihood of future shortfalls, staff has increased the replacement fund
requirements and will continue to monitor costs for similar units in other agencies. Staff requests that
City Council approve the purchase of the vehicle and appropriate an additional $32,889 to the FY
2010-11 Fleet-Vehicle Replacement Budget for the procurement.
Sufficient funds are available in the Fleet-Vehicle Replacement fund to fully-fund the appropriation
request.
EXHIBITS:
1. Resolution No. 2011-076 authorizing the purchase of a replacement for Mobile
Intensive Care Unit (MICU) F069 from Emergency Vehicle Group, Inc. and appropriating
$32,889 from the Fleet-Vehicle Replacement Fund to be added to the FY 2010-11 Fleet-
Vehicle Replacement Budget.
2. Offer and Purchase Agreement for City of Carlsbad Fire Department.
1
RESOLUTION NO. 2011-076
2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
3 CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASE OF
A REPLACEMENT FOR MOBILE INTENSIVE CARE UNIT
4 (MICU) F069 FROM EMERGENCY VEHICLE GROUP, INC. AND
APPROPRIATING $32,889 FROM THE FLEET-VEHICLE
5 REPLACEMENT FUND TO BE ADDED TO THE FY 2010-11
FLEET-VEHICLE REPLACEMENT BUDGET.
6
7 WHEREAS, $158,000 was previously appropriated to the FY 2010-11 Vehicle
Replacement Budget for the purchase of one replacement Mobile Intensive Care Unit (MICU),
(Ambulance)to replace Asset F069, and;
WHEREAS, the Fleet Manager has reviewed the overall condition, maintenance history,
11 future maintenance needs and determined it is in the best interest of the City to replace Asset
12 F069; and;
13 WHEREAS, Escondido, California used formal bidding procedures to procure
14 ambulances from the successful bidder, Emergency Vehicle Group, Inc.; and
WHEREAS, Emergency Vehicle Group, Inc. has agreed to sell the City of Carlsbad a
16 new ambulance for $190,889.03;
17 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
1R California, as follows:
19 1. That the above recitations are true and correct.
20
2. That the City Manager or her designee is authorized to sign the Offer and
21
Purchase Agreement Document from Emergency Vehicle Group on behalf of the
22
City of Carlsbad.
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3. That the Finance Director is authorized to appropriate from the Vehicle
24
Replacement Fund the amount of $32,889 to the FY 2010-11 Fleet Vehicle
25
Replacement Budget.
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1 4. That the Purchasing Officer is hereby authorized to issue a purchase order to
2 Emergency Vehicle Group, Inc. in the amount of $190,889.03 for the purchase of
3 one replacement ambulance, to replace Asset F069.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council
of the City of Carlsbad on the 26th day of April, 2011, by the following vote to wit:
AYES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard.
NOES: None.
ABSENT: None.
MATTfiALL, Mayor
ATTEST:
JRAINE M. WOOD, City Clerk
(SEAL)
Offer and Purchase Agreement
For
City of Carlsbad Fire Department
(1) 2011 Ford F-450 Type I Lifeline Superliner Module Ambulances
The following is a formal piggy back offer for the City of Carlsbad Fire Department to purchase
(1) 2011 Ford F-450 Type I Lifeline Superliner Module Ambulance from the Emergency Vehicle
Group, Inc. off the formal bid process of the Escondido Fire Department Bid #10-01 Fire
Ambulance and awarded to Emergency Vehicle Group, Inc. on Purchase Order
#ESC0000031744
All prices are quoted to include Ford GPC Rebates. Pricing is subject to change if the current
rebate/GPC amount changes or becomes unavailable per vehicle. If the Ford rebate amount is
changed, the difference will be invoiced to City of Carlsbad Fire Department. Price is subject to
change and will be recalculated if additional options are requested.
Description 3ty Price Each Extended Price
2011 Ford F-450 Type I Lifeline 1 $175,498.00 $175,498.00
Superliner Module Ambulance per the
enclosed proposed work order. The
set of production drawings will follow.
This offer includes the following:
1. Graphic Package
2. Radio Equipment Installation
Please Note: This does not include the
cost of the Motorola radio equipment.
We are still waiting on the pricing from
Motorola.
Sub-Total (Before Tax and License) 1 $175,498.00 $175,498.00
Tax (8.75% or Prevailing Rate) 1 $15,356.03 $15,356.03
Approximate DMV Licensing Fee 1 N/A N/A
Document Fee 1 $35.00 $35.00
Total Purchase Price 1 $190,889.03 $190,889.03
This constitutes a contract for the purchase and sale of ambulances and ambulance equipment
between Emergency Vehicle Group, Inc. (Seller) and City of Carlsbad Fire Department (Buyer)
2883 East Coronado Street Anaheim, California 92806
Tel: 714-238-0110 Fax: 714-238-0120
www.evginc.net
Emergency Vehicle Group, Inc.
Carlsbad Fire Department
2011 Ford F-450 Lifeline Superliner
Page 2 of 2
in the total amount of $190,889.03 for (1) 2011 Ford F-450 Type I Lifeline Superliner Module
Ambulance.
Payment Terms: 100% payment for the above amount is due at time of delivery of the
vehicles. Failure to pay for the vehicles in full may result in interest occurring at the current
prime rate plus 3% as published in the Wall Street Journal. Proof of insurance and approved
financing or payment will be required to execute this contract.
Delivery Time: Delivery shall be 130 to 160 days from receipt of Ford chassis', signed offer and
purchase agreement, approved work order and production drawings of the vehicle. The
vehicles shall be delivered to City of Carlsbad Fire Department by EVG.
Signature below represents acceptance of above contract and terms:
City of Carlsbad Fire Department Emergency Vehicle Group, Inc.
Signature/Date:... _ _ Signature/Date:
Jerry N. Grinstead, Jr
CEO/Co-Founder
7
CITY OF
CARLSBAD
www.carlsbadca.gov
Memorandum
April 25, 2011
To: Mayor and City Council
From: City Manager
Re: City Council Agenda Item #12-AUTHORIZATION TO PURCHASE A
REPLACEMENT MOBILE INTENSIVE CARE UNIT AND APPROPRIATE ADDITIONAL
FUNDS
The agenda bill mistakenly stated the in-service date of MICU F069 was 1/19/1997. The actual
in-service date for this unit was 1/19/2007.
Please let me know if you have any questions about the information.
City Attorney
City Clerk
Director, Property and Environmental Management
LH:jwm
City Hall
1200 Carlsbad Village Drive Carlsbad, CA 92008 I 760-434-2820 760-720-9461 fax