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HomeMy WebLinkAboutAgenda - 06-01-2010 - 4lORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 1, 2010 Action Agenda Item No. SUBJECT: Bid Award Ambulance for Emergency Services DEPARTMENT: Asset Management and PUBLIC HEARING: (Y /N) No Purchasing Services (AMPS) & Emergency Services ATTACHMENT(S): Emergency Services Reserve Capital Project Ordinance INFORMATION CONTACT: Pam Jones, AMPS, 919 - 245 -2652 David Cannell, AMPS, 919 - 245 -2651 F. R. Montes de Oca, Emergency Services, 919 - 245 -6100 Clint Osborn, Emergency Services, 919- 245 -6100 Clarence Grier, Emergency Services, 919- 245 -2453 PURPOSE: To consider awarding a bid for the purchase of one ambulance to Excellance, Incorporated of Madison, Alabama. BACKGROUND: Through this request, Emergency Services continues to upgrade its ambulance fleet from eight Ford F -450 units to vehicles better able to address the needs of the department and County residents. One ambulance has been permanently removed from the fleet due to a collision and most others have reached the end of their expected useful life as frontline response units. Changes, such as a larger chassis, dual power climate control systems and the ability to utilize bio- diesel fuel mixtures, are all features that will ensure a safer, more reliable fleet. In 2008, Emergency Services and Public Works Fleet Management developed a long term solution to the myriad of problems the current fleet possesses including poor fuel mileage, repeated breakdowns, long repair turn - around times due to major system failures and poor reliability. On January 21, 2010 the Board approved the purchase of the first three (3) ambulances to begin the replacement cycle. North Carolina General Statute 143 -129 allows local governments to make purchases without a separate bidding procedure. This type of acquisition can be made from any contractor that has, within the past 12 months, contracted to furnish the item to: (1) the federal government or any federal agency; (2) the State of North Carolina or any agency or political subdivision of the state or; (3) any other state or agency or political subdivision of that state, if the contractor is willing to extend the same or more favorable price and other terms to the local government. Staff proposes to "piggy back" on the Florida Sheriffs Association bid that was awarded to Excellance, Inc. of Madison, Alabama on December 10, 2009 for Type I ambulances mounted on Freightliner M2 cab chassis at a cost of $214,090.68 each. The statute that authorizes "piggy back" bids requires that the entity advertise its intentions ten (10) days prior to a meeting in which the matter is to be considered. Orange County has fulfilled that requirement. Approving this purchase will save the County $8,500 by avoiding the cost increases quoted by the current vendor who will honor the previous price if ordered by June 2, 2010. The following decision points were considered in this request: • All ambulance purchases would conform to 2010 emissions standards leading to decreased green house gas emissions; Ambulances will be purchased with medium duty chassis and drive train to increase in service uptime. Medium Duty drive - trains are more capable of handling on -scene idling and have stronger braking, cooling, and suspension components which are critical for a system such as Orange County's with increasing call volume; • Purchases will demonstrate a continued focus on crew and patient safety; and • The new ambulances would be capable of operating on a diesel fuel blend of up to twenty percent bio- diesel (B -20). Further improvements in emergency medical services delivery are related to future system response efficiencies using Automatic Vehicle Location (AVL), which allows E911 communicators to dispatch the closest unit resulting in decreased response times, reduced fuel consumption and faster patient access and care. The goal of this purchase is to create a turnkey solution so that the ambulance arrives ready to go into service. This purchase includes key pieces of equipment in addition to the ambulance. The radio system will be purchased, programmed, and drop- shipped to the ambulance manufacturer and stretchers and stair chairs are both critical pieces of equipment assisting crews in the safe lifting and moving patients over varied terrain and in different types of structures. All of this equipment is specified to match the existing fleet and the three new ambulances approved January 21, 2010. FINANCIAL IMPACT: Funds for the purchase of the ambulance will come from the remaining 911 funds that the Board approved setting aside in an Emergency Services Reserve Capital Project for equipment vehicles and capital maintenance. RECOMMENDATION(S): The Manager recommends that the Board: 1. Award the bid to Excellance, Inc. and authorize Emergency Services and Asset Management and Purchasing Services to proceed with the immediate plan to purchase the ambulance from Excellance, Inc; and 2. Approve funds up to $220,000 from the Emergency Services Reserve Capital Project, allocate this amount to the Emergency Services Department's capital budget section within the General Fund for the purchase, and approve the attached Capital Project Ordinance. OR p - ao 10- 04-7 Emergency Services Reserve Capital Project Ordinance Be it ordained by the Orange County Board of County Commissioners that pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized reserves monies for Emergency Services related equipment, vehicles and capital maintenance. Proceeds from the use of Emergency Telephone funds as authorized by the General Assembly in FY 2008 -09 finance this project. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein. Section 3. The following revenue is anticipated to complete this project: Section 4. The following amount is appropriated for this project: Through FY 2008-09 FY 2009 -10 Through FY 2009 -10 Sales Tax $0 $0 $0 2001 Bonds $0 $0 $0 2004 Two-Thirds Net Debt $0 $0 $0 From E911 funds $0 $1,200,000 $1,200,000 Other $0 $0 $0 Total Funding $0 $1,200,000 $1,200,000 Section 4. The following amount is appropriated for this project: 3 Through FY Through FY 2008 -09 FY 2009 -10 2009 -10 Land /Building $0 $0 $0 Planning /Arch itect/Engineering $0 $0 $0 Reserve $0 $68,000 $68,000 Transfer to General Fund (Ambulance Purchase - FY 2009- 10) $0 $220,000 $220,000 Transfer to General Fund (Communications Improvements - FY 2009 -10) $0 $112,000 $112,000 Transfer to General Fund (Vehicle Purchases - FY 2009 -10) $0 $750,000 $750,000 Transfer to General Fund (Revere Road EMS Station - FY 2009 -10) $0 $50,000 $50,000 Total Costs $0 $1,200,000 $1,200,000 3 4 Section 5. This ordinance shall remain in effect until the Board of County Commissioners takes action to amend the ordinance or close the project ordinance upon completion of the project. Adopted this 1st day of June 2010.