TO: Honorable Mayor & Members of the North Port Commission
FROM: Jonathan R. Lewis, ICMA-CM, City Manager
TITLE: Use of the Florida Sheriff's Association cooperative purchase agreement to enter into a three-year contact with REV RTC, Inc. for the purchase of replacement ambulances for a first-year cost of $475,140 and authorize a contingency in the amount not to exceed $10,000 for a total amount of $485,140.
Recommended Action
Approve the use of the Florida Sheriff’s Association cooperative purchase agreement to enter into a three-year contract with REV RTC, Inc. for the purchase of replacement ambulances for a first-year cost of $475,140 and authorize a contingency in the amount not to exceed $10,000 for a total amount of $485,140.
Background Information
City Commission has approved in the FY 2016-17 Capital Improvement Program (CIP) the purchase of two replacement ambulances. The CIP also includes the proposed replacement of two ambulances in each of the next two fiscal years. To take advantage of that plan, Fire Rescue has negotiated a multi-year contract with REV RTC, Inc. for the purchase of these replacement ambulances. If approved, the first year of the contract the City will purchase ambulances at the price in the attached proposal. The second and third years of the term, the City would purchase vehicles with the same specifications with a price adjustment based upon the terms of this contract. There are several benefits of this multi-year contract: a reduced, stable pricing schedule; a single manufacturer for all six units; a vendor in central Florida for all warranty concerns; and a savings of staff time in Fire Rescue, Purchasing, and City Attorney to create new specifications and contracts each year.
Over the past several months, the Fire Rescue Ambulance Committee and Fleet Management staff have worked with REV RTC, Inc. on specifications and design of the two ambulances. The Freightliner chassis is a medium-duty truck designed to provide a comfortable ride and potentially reduce maintenance costs for repair of common wear items such as brakes which our experience demonstrates the need for frequent replacement with the lighter-duty chassis currently in the fleet. These vehicles include safety improvements for the emergency crew as well as the patient. A new multi-point securing harness secures the paramedic while permitting continuous access to the patient. Federal regulations recently changed to require a new patient-loading system that lifts the stretcher into the ambulance and locks it (and the patient) into place to prevent release in the event of an ambulance rollover. The loading system we have specified from our stretcher manufacturer, Stryker, will also reduce strain injuries to our personnel. A bio-hazard decontamination system is pre-piped within the patient care module for sanitization after transporting a patient.
The base cost for the two ambulances is $436,040. This figure includes a multi-vehicle discount of $27,112 and trade-in value of $18,000 on our existing two units. A contingency of $10,000 is requested in the event the actual trade-in value is less than that which was quoted. The new Federally-required power loading systems at $39,100 brings the total purchase price to $475,140. Additional equipment (new stretchers with extended warranties, wireless intercom system, GPS-based traffic preemption system, and bio-hazard decontamination pumping unit) to place these units in-service will be purchased outside of this contract for approximately $80,000, but will remain well under the approved CIP budget of $590,000. The Department will determine the best method of procurement in accordance with our Code for these items. The anticipated delivery of the vehicles is approximately 180 days from the date of order.
These vehicles will replace CID numbers 71316 and 71479 which will be traded-in.
The City Attorney has approved to form and content.
Strategic Plan
Financially Responsible City Providing Quality Municipal Services
Financial Impact
Account # 306-2222-522-6400, Project # F17AMB. A capital expenditure is included in the FY 2016-17 budget for the purchase of two replacement ambulances and equipment in the amount of $590,000 from Surtax III. The contract cost for the two ambulances, with multi-vehicle discount and trade-in value, is $436,040. The new power loading systems to be purchased through this contract are $39,100; which brings the total purchase price to $475,140. Additional equipment will be purchased directly from their manufacturers at an estimated cost of $80,000.
Procurement
This purchase uses the Florida Sheriff’s Association (FSA) cooperative agreement for chassis and patient module specifications and pricing. FSA contracts are competitively awarded, from which the City benefits in volume pricing. Fire Rescue has researched other contracts for comparative purposes with the following results. The State of Florida Department of Management Services does not offer a Statewide contract for ambulances. Similarly, Charlotte County’s annual contract for vehicles is only for Ford-brand automobiles, sport utility vehicles, passenger vans, light duty vans, light duty trucks, and light duty cab/chassis.
Attachments:
1. REV RTC, Inc. Contract
2. REV RTC, Inc. Proposal
3. Pricing Detail
4. Stryker Quote
5. FSA16-VEF12_0 Notice of Award
6. FSA16-VEF12_0 Master Bid Pricing Spreadsheet
7. FSA16-VEF12_0 Specifications
8. North Port Work Specifications
9. North Port Drawings
10. Exemptions Form
11. Florida Division of Corporations Document
Prepared by: William Taaffe
Department Director: William Taaffe