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 a Purchase Agreement with BNT Enterprises, LLC D/B/A Peak Motor Coach for the Acquisition of One Ambulance
Body
________________________________________________________________________________
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 a new ambulance. The vehicle being replaced has met all of the requirements for replacement as outlined in the vehicle replacement policy. The Fire and Rescue Department purchases ambulances through Peak Motor Coach, and they provided an expected delivery of Summer 2026. This vendor has been the town’s sole source provider of Osage ambulances for the past six purchases, which allows for standardization of existing equipment within the fleet. The fleet fund has sufficient funds to purchase the replacement ambulance, 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 this vehicle 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. The requested unit will replace an ambulance that has been in the fleet for five years and meets the replacement criteria.
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 possible. Operating costs for these vehicles have remained consistent year over year and have exceeded more than $30,000. As these vehicles age, costs will continue to increase and there is an increased risk of costly component failure that would create reliability concerns.
The Fire and Rescue Department has purchased six (6) 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 is included the fleet fund. The cost of this ambulance will be $356,560.00 as quoted by Peak Motor Coach.
The purchase of this vehicle was approved in the 2026 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 A: Resolution
Attachment B: Purchase Agreement
Attachment C: Sole Source Justification Form