Agenda - View Meetings (All) (0619614284)

Back to Calendar Return

TO:

Honorable Mayor and Members of the Common Council

FROM:

Jon Urben, General Services Manager

DATE:

December 10, 2024

SUBJECT:

Res 24-643 Amend 2024 Capital Improvement Plan and Approve Purchase for Acquisition in 2027 the Purchase of One Ambulance from Emergency Vehicles Plus for Fire Department ($482,431.00)

BACKGROUND

In 2023, the Common Council waived the bid requirements for the purchase of three ambulances and allowed the Fire Department personnel to review, test and recommend the purchase of equipment best meeting the operational and safety needs of the Department. At that time, Fire Department staff established a committee to develop specifications for replacement ambulances. After developing criteria and reviewing ambulance specifications, the committee determined that ambulances from Emergency Vehicles Plus (EV+) best meet the needs of these units. By utilizing EV+ for all front-line service needs, this standardization will prove critical for safe and efficient operation in emergency situations, as well as efficiency in the maintenance of the units. Additionally, to meet the Fire Department’s goal to continue to ensure operational and maintenance compatibility and standards for their fleet moving forward, Purchasing concluded additional EV+ ambulance purchases would qualify as a standardization/sole source exception to our purchasing ordinance. As such, you may recall that the Common Council approved this purchasing exception at their August 8, 2023, meeting (Resolution 23-406 approving the purchase of three EV+ ambulances for $1,045,341.00) and at their March 26, 2024, meeting (Resolution 24-128 approving the purchase of three EV+ ambulances for $1,447,292).

As you are also aware, the Common Council approved an additional eight FTE in the 2025 budget to staff a fourth ambulance unit. By placing a fourth primary ambulance in service, an additional unit will need to be added to the fleet replacement schedule.

The purpose of this memo is to recommend that the 2024 Capital Improvement Plan be amended to add the purchase of a fourth ambulance.

ANALYSIS

As EV+ ambulances have now become the standard to ensure operational and maintenance capability for the Fire Department, Purchasing concludes an additional EV+ ambulance purchase would continue to qualify as a standardization/sole source exception to our purchasing ordinance. As in prior orders, discussions with EV+ confirmed that the delivery time from the order being placed is currently 36 months. Thus, to receive the ambulances in 2027, an order would need to be placed still in 2024.

FISCAL IMPACT

The 2027 CIP had a placeholder of $1,447,293 for the replacement of the three 2016 units. The Council previously approved Resolution 24-128 to amend the 2024 Capital Improvement Plan to allow for the ordering of those units in 2024 with the expectation of receiving them in 2027. With the need for a fourth ambulance, the 2024 Capital Improvement Plan will need to be increased by $482,431. Financing for this unit will be obtained from the issuance of 2027 General Obligation debt proceeds. Payment is not due until delivery of the ambulance, which will not occur until 2027. This purchase will be charged to A/N# 03230230 7210 66902 (Motor Vehicles- Fire Ambulances).

RECOMMENDATION

Section 12-11 of the Municipal Code provides that, subject to approval of the City Manager, purchases may be made without following a formal competitive bidding process when the purchase is from only one source of supply or when standardization or compatibility is the overriding consideration. In accordance with Section 12-11 of the Municipal Code and with approval by the City Manager, Purchasing recommends the Common Council amend the 2027 Capital Improvement Plan as noted above and purchase an additional ambulance from Emergency Vehicles Plus, 670 East 16th Street, Holland, MI 49423 for $482,431.00. If you have any questions about this recommendation, please contact Fire Chief Mike Stanley.

Attachments

RES 24-643