Report Prepared by: Derek Parker, Fire Chief, Fire Department
Title
SUBJECT: Approval to Waive the Competitive Bidding Requirements to Purchase One (1) FR Conversions Pioneer II Type 2 Ambulance from RedSky Emergency Vehicles for $140,016.41 plus a 10% Contingency ($14,001.64)
REPORT IN BRIEF
Considers waiving the City’s competitive bidding requirements pursuant to Merced Municipal Code Section 3.04.210 for the purchase of one (1) FR Conversions Pioneer II Type 2 Ambulance from RedSky Emergency Vehicles for $ 140,016.41 plus a 10% Contingency ($14,001.64).
RECOMMENDATION
City Council - Adopt a motion:
A. Waiving the City’s competitive bidding requirement as permitted by Merced Municipal Code Section 3.04.210 due to time of delivery of equipment in purchasing a FR Conversions Pioneer II Type 2 ambulance; and,
B. Authorizing the purchase of one (1) FR Conversions Pioneer II Type 2 ambulance with the total purchase price of $140,016.41; and,
C. Authorizing the City Manager or the Deputy City Manager to execute the necessary documents, the Finance Officer to make the necessary budget adjustments, and the City Purchasing Supervisor to issue the Purchase Order/Change Order(s), and approval of change orders not to exceed 10% ($14,001.41) of the purchase price.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff’ or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items; or,
5. Continue to a future meeting.
AUTHORITY
Title 3, Article III of the Merced Municipal Code, Purchases over Thirty-six Thousand Dollars.
Section 3.04.210 - Exemptions from competitive bidding
Except as otherwise provided in this chapter, competitive bidding requirements for purchases in excess of Thirty-six thousand dollars ($36,000), and the “bidding threshold”, may be waived with the approval of the City Council. Waivers may be authorized for, but are not limited to, cooperative purchasing in conjunction with other governmental entities, professional services, annual service, or supply agreements, or purchases necessary for standardization on particular types of equipment. The bidding threshold shall be adjusted for inflation utilizing the same index and methodology as the bidding threshold in Section 3.04.080 of this code.
CITY COUNCIL PRIORITIES
As provided for in the FY 23/24 Adopted Budget.
DISCUSSION
Background
The citizens of Merced request ambulance transport approximately 20,000 times per year. The contracted advanced life support (ALS) provider in Merced County has been unable to meet the 90% compliance for on scene requirement for over a year. Requests for ambulance transport are often waiting for ambulances to arrive, sometimes up to 120 minutes. The Merced Fire Department (MFD) and their partners with Mercy Medical Center, Merced (MMCM) are poised to supplement the EMS system with services to improve the quality of response and care within the City of Merced which will positively impact the County of Merced.
The MFD supports five stations with five (5) front-line fire engines and one (1) aerial fire truck. Each company is staffed with three (3) persons, one in each rank of Fire Captain, Engineer, and Firefighter. MFD will be able to deploy a new ambulance to support the MMCM decompress their hospital by performing interfacility transfers as well as supporting the emergency response system with providers to first respond to calls which would typically respond a fire engine, or in some cases, no first responder.
The Merced Municipal Code Section 3.04.210 provides for an exception to the competitive bidding requirements where waivers may be authorized by city council. The emergency vehicle market is heavily impacted with long lead times, in some cases up to 48-months. Ambulance lead times range from 24-30 months for typical build ups. The RedSky Emergency Vehicles FR Conversions Pioneer II Type 2 ambulance is available where no other vendors can produce a product in this timeframe. From time of purchase to delivery it is estimated MFD will take delivery within 3 months. Given the critical nature of the vehicle and the positive impact this service will have on our community the waiver for competitive bidding is requested.
The FR Conversions Pioneer II Type 2 ambulance is built on a 2023 Dodge ProMaster 2500 chassis with a 3.5L V6 engine, 6-speed transmission, ABS traction control, and is fuel efficient (14-16 mpg). It is safe with code 3 lights and sirens, back-up cameras, oxygen loading system, and an automated loading gurney to reduce back injuries. It is economic due to the product’s standard warranties for power train, chassis and conversion, and OEM materials.
The partnership with MMCM will allow the MFD to generate revenue to support a self-sustaining EMS transport system. In addition to interfacility transports, the “Medic Units” will support MMCM’s mission of providing care to those in need and the “Medic Units” will be the initial units which participate as the Health Assistance Education Referral Team (HEART) car. The HEART car will assist with pop-up medical clinics and support MMCM’s push to ensure healthcare is delivered outside of the hospital to those in need.
A core value of the MFD is Community. The value states, “Members of the City of Merced Fire Department value being involved in the community where we work. Our responsibility is to protect life, property and the environment. We are committed to fulfilling our responsibility and deepening our involvement in the community we serve. No request or inquiry will go unanswered.” No member of the community should request EMS and not receive timely care. This first ambulance is the start of answering the community’s needs and ensuring no request or inquiry will go unanswered.
IMPACT ON CITY RESOURCES
The vehicle purchase was approved in the FY 23/24 adopted budget and no additional appropriation is required. Funding is available under Fund 2003-Measure ”Y” Fire. MFD will require future personnel to be hired as staff to operate the program. The program will start with minimal personnel as a phased in approach.
ATTACHMENTS
1. RedSky Proposal - Merced - FR Pioneer II and Upgrades - 2023 0703