Title
A RESOLUTION AUTHORIZING THE INTERIM CITY MANAGER TO ENTER INTO AN AGREEMENT WITH EXCELLANCE INC. FOR THE UPGRADE, REPAIRS AND MODIFICATIONS TO AMBULANCE COMPARTMENTS AND LIGHTING AND INSTALLATION OF A REAR PATIENT COMPARTMENT AIR CONDITIONING SYSTEM AND ALL ASSOCIATED ACCESSORY EQUIPMENT; AND DECLARING AN EMERGENCY.
Brief Description: This is a budgeted 2022 project that was previously scheduled for the fall of 2022 to make modifications to Ambulance 4012’s structural compartments, lighting and add a rear compartment air conditioning system. The manufacturer informed us this week of an opening in their schedule in July and offered to move this vehicle up in the schedule to early July. In order to have this work done, we have to secure the purchase order prior to the work starting by early July. The scheduled timing of this repair work is what requires the emergency designation and the suspension of the rules.
Body
Legislative History
None
Purpose & Explanation
This project allows Hudson EMS to bring this older 2004 Excellance Inc. ambulance, including the modular patient compartment box up to the same configuration of compartmentation, lighting and rear air conditioning system to the standards of our newer ambulances in our fleet. This project is quoted using Ohio State Term pricing from the original vehicle manufacturer who is the sole source provider for Excellance Ambulance structural compartment modifications. The funds for this project were originally estimated at $35,000 in July of 2021, but due to price increases and part shortages, the final quotes we received on January 17, 2022, came in at $64,323.41. The additional funding was approved during1st quarter appropriations, and the project is currently fully funded in the budget.
The unusual tight timing has created an additional minor financial impact on the project. In order to secure the earlier spot in the schedule we had to split the project into the “parts that needed to be immediately pre-ordered” in the amount of $3,245.57 and we secured a purchase order for that amount. The balance of project repairs, “parts in stock and all labor” equaling $61,077.84 is what we are asking for authorization to enter into the contract for from City Council.
Legal Authority for Proposed Legislation
Competitively bid and advertise for two consecutive weeks
X Cooperative Purchasing Program - State Term Pricing - Ohio # 800871
Professional Services
____ Other
Fiscal Impact
X Currently Budgeted - $35,000, Approved: 1st. Qtr. appropriation of $29,323.41
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes
No
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the Interim City Manager to enter into a contract with Excellance Inc. in an amount not to exceed $61,077.84 and declaring an emergency.
Submitted by,
Thomas Sheridan, Interim City Manager
Jerry Varnes, Fire/EMS Chief