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 an Ambulance/Medic Unit
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 a new ambulance medic/unit. The vehicle being replaced has met all the requirements for replacement as outlined in the vehicle replacement policy. The Fire and Rescue Department purchases ambulances/medic units through Peak Motor Coach, and can provide an expected delivery in the fall of 2024. This vendor has been the town’s sole source provider of Osage ambulances for the past three purchases, which allows for standardization of existing equipment within the fleet. The fleet fund has sufficient funds to purchase this replacement ambulance, and since 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 vehicles has been included in this year’s Council approved budget.
Discussion
All ambulances/medic units are on a standardized replacement schedule of 5 years/75,000 miles. The requested unit will replace a unit that has been in the fleet for six 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 at the right point to obtain the lowest total lifecycle cost we can. Operating costs for this asset have remained consistent year over year and have exceeded more than $50,000. As this asset ages, 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 3 Osage ambulances/medic unts, based on Sole Source and will be doing the same for this purchase as to maintain consistent standardization of the equipment.
Budget Impact
The current budgeted replacement amount in the fleet fund is $297,236 for this ambulance. The cost of this ambulance will be under budget at $275,911 as quoted by Peak Motor Coach.
The purchase of this asset is approved in the 2024 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
Exhibit 1 - Resolution
Exhibit 2 - Sole Source Document
Exhibit 3 - Vendor Purchase Agreement
Exhibit 4 - Vendor Quote