Title
A RESOLUTION AUTHORIZING THE INTERIM CITY MANAGER TO ENTER INTO A PURCHASE AGREEMENT WITH EXCELLANCE, INC. FOR A REMOUNT AMBULANCE VEHICLE FOR USE BY THE EMERGENCY MEDICAL SERVICE; AND DECLARING AN EMERGENCY.
Brief Description: Since 2004, EMS has been replacing its Ambulances every 6 years, one every two years. This allows the EMS Department to control their repair costs as the drive train warranties are 5-year or 100,000 miles and at the same time keep the fleet reliable. EMS has chosen to once again remount the Ambulance rather than replace the vehicle. This action results in a savings of over $63,000.
Body
Legislative History
Res. No. 13-134 Entered into a lease agreement with Excellance, Inc. to remount an ambulance.
Res. No. 15-147 Entered into a lease agreement with Excellance, Inc. to remount an ambulance.
Res. No. 17-208 Entered into a lease agreement with Excellance, Inc. to remount an ambulance.
Res. No. 19-12 Authorized an amendment to Res. No. 17-208 for a purchase agreement (not a lease-purchase agreement).
Res. No. 19-180 Entered into a purchase agreement with Excellance, Inc. to remount an ambulance.
Purpose & Explanation
Due to maintenance and reliability issues that EMS was experiencing with its ambulances, beginning in 2005 we reduced the life cycle from nine years to six years. This has significantly improved our operations by reducing down time and major repairs.
Council has tentatively approved, via the five-year plan, the purchase of a replacement remounted ambulance in 2024.
Due to the long delay associated with acquiring our new ambulance that was scheduled for purchase and delivery in early 2023 and now is anticipated to be delivered in early 2025, staff is recommending we move up the remount of this ambulance from 2024 to 2022.
Excellance, Inc., the original manufacture of this ambulance, has presented the option of remounting our old ambulance box on to a new chassis. This will be the third remount for this specific ambulance box. With every remount the box is structurally warrantied for 25 more years. We also receive a new 10-year electrical component and wiring warranty.
The total (State Term Pricing) contract cost for the remounted ambulance is $236,949.22
The current cost of a new ambulance with similar features is estimated to be $300,000.
The delivery of our existing ambulance to the manufacture is estimated to be in December 2022 for remounting.
With Council approval, the contract will be signed and expected delivery of the newly remounted ambulance to Hudson is estimated to be in April of 2023.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
Competitively bid and advertised for two consecutive weeks; bid tab attached: [Yes/No/NA])
X Joint or Cooperative Purchase Program - Excellance State Term Pricing - Ohio # 800871
Professional Services
Other - Not applicable.
Fiscal Impact
Currently Budgeted (Account #, $)
X Supplemental Appropriation Required (3rd Qtr. Acct. 224-1300-52540, $236,949.22)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes [if so, explain why] Contract must be signed and PO approved by 10/18/22 in order to get the new chassis into the production schedule for this year in December.
No
Recommendation
Suggested Action
Staff recommends that Council authorize the Interim City Manager to enter into a purchase agreement with Excellence, Inc. for a remount ambulance vehicle for use by the EMS and Declaring an Emergency.
Submitted by,
Thomas J. Sheridan, Interim City Manager
Jerry Varnes, Fire/EMS Chief