To: Honorable Mayor and Members of Town Council
From: Norris W. Croom III, Fire Chief, Fire and Rescue Department
Through: David L. Corliss, Town Manager
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Equipment Acquisition Agreement with BNT Enterprises, LLC D/B/A Peak Motor Coach for the Acquisition of Two Ambulances
Body
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Executive Summary
As part of the department’s fleet vehicle replacement program, the Fire and Rescue Department is requesting approval of a sole source and purchase of two (2) new ambulances. One vehicle being replaced has met all the requirements for replacement as outlined in the vehicle replacement policy, and the second unit is a new addition to the fleet to place a fourth ambulance in service on a daily basis. The Fire and Rescue Department purchases ambulances through Peak Motor Coach, and they provided an expected delivery in the fall of 2025. This vendor has been the town’s sole source provider of Osage ambulances for the past four purchases, which allows for standardization of existing equipment within the fleet. The fleet fund has sufficient funds to purchase the replacement and new ambulances, and as the cost is over $250,000.00, we are seeking Council approval on the sole source and approval of the purchase.
History of Past Town Council, Boards & Commissions, or Other Discussions
Council has previously approved such sole source purchases of fire department vehicles over $250,000.00. The purchase of these vehicles has been included in this year’s Council approved budget.
Discussion
All ambulances are on a standardized replacement schedule of 5 years/75,000 miles. One requested unit will replace an ambulance that has been in the fleet for six years and meets the replacement criteria. The second unit is a new addition to the fleet to be able to place a fourth ambulance in service on a daily basis operating out of Station 155.
The Fire and Rescue Department contributes money on an annual basis to the Fleet Replacement Fund so that we are able to replace vehicles and equipment to obtain the lowest total lifecycle cost we can. Operating costs for these vehicles have remained consistent year over year and have exceeded more than $50,000. As these vehicles age, costs will continue to increase and there is an increased risk of costly component failure that would create reliability concerns.
In 2019, the Fire and Rescue Department made a change from Wheeled Coach Ambulances to Osage based on difficulty with Wheeled Coach customer service, repairs and parts after they were acquired by the REV Group, and comparing specifications and pricing. Since this time, the Fire and Rescue Department has purchased four (4) Osage ambulances based on Sole Source and will be doing the same for this purchase in order to maintain consistent standardization of the equipment and fleet.
Budget Impact
The current budgeted replacement amount in the fleet fund is $378,654. We also have $334,905 in the 2025 capital budget to purchase the additional ambulance. The cost of these ambulances will be under both budgeted amounts at $327,405 each for a total of $654,810 as quoted by Peak Motor Coach.
The purchase of these vehicles was approved in the 2025 budget, and the department is seeking formal Council approval as the expenditure exceeds the $250,000.00 signing limit of the Town Manager.
Staff Recommendation
Staff recommends approval of the sole source and purchase agreement.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment 1: Sole Source Document
Exhibit 1: Resolution
Exhibit 2: Vendor Purchase Agreement
Exhibit 3: Vendor Quote