DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: CityWide
SUBJECT:
Purchase of First Responder Units for the Fire Department
SUMMARY:
This ordinance authorizes a contract with Cowboy Dodge, Jeep, Ram for the purchase of five Dodge Ram 3500 one-ton first responder units for the Fire Department for a total cost of $256,148.75. Funding is available from the Equipment Renewal and Replacement Fund (ERRF).
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the offer submitted by Cowboy Dodge, Jeep, Ram utilizing the BuyBoard cooperative contract number 430-13 effective December 1, 2013 through November 30, 2016, to provide the Fire Department with five Dodge Ram 3500 one-ton first responder units for a total cost of $256,148.75. The low offer submitted by Grapevine Dodge Chrysler Jeep did not include the body specified in solicitation document.
The purchase will provide five Dodge Ram 3500 one-ton first responder units for the San Antonio Fire Department, Emergency Medical Services Division. These vehicles allow SAFD Command officers to respond to and transport needed equipment to emergency scenes. The SAFD Apparatus committee, consisting of members from the SAFD and San Antonio Professional Firefighters Union Local 624, evaluated a variety of Heavy Duty trucks for use in the SAFD Fleet in 2011 and 2012. In October 2012, the Committee unanimously recommended the Dodge chassis since it best met the specific operational needs of the Fire Department.
Currently, the Fire Department utilizes 8 first responder command units, which are composed of 5 frontline units, with 3 units in reserve. These first responder units will replace 5 existing units which will be taken out of service and prepared for auction as the new units are placed into operation. The life expectancy of the new equipment is 96 months.
Alternative Fuels:
These vehicles could not be acquired as propane powered because the particular vehicles were not available in the Liquefied Petroleum Gas (LPG) configuration or because the specific operational requirements of the vehicles precluded this option.
Disposition of Equipment:
Vehicles and equipment that meet their expected life cycle are usually sold at auction but may also be traded-in to the selling dealer. If the Fleet asset is in the ERRF then the proceeds are returned to the fund. The proceeds are then used to purchase new similar vehicles and equipment for the same department that operated the sold fleet asset. The equipment being replaced will be sold at auction.
ISSUE:
The contract will provide the City of San Antonio Fire Department with five Dodge Ram 3500 first responder units to support their emergency responses throughout the city and surrounding areas. The replacement of these units is consistent with the City’s ERRF.
These units will be purchased from Cowboy Dodge, Jeep, Ram utilizing the BuyBoard cooperative contract number 430-13. This purchase will be made in accordance with the Texas Local Government Purchasing Cooperative passed on ordinance 97097, dated 1/30/2003.
The BuyBoard Program is administered by the Texas Local Government Purchasing Cooperative. All products and services included in this cooperative were competitively bid and awarded by the Cooperative’s Board of Trustees based upon Texas statutes.
The cab and chassis have a 100,000 mile/5 year powertrain and a 36,000 mile/36 month bumper to bumper warranty.
Due to the lack of small, minority, and/or women businesses available to provide these goods, the SBEDA Program did not apply to this solicitation.
There were no offers submitted from local bidders for this contract; therefore, the Local Preference Program was not applied.
The Veteran-Owned Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the delay could lead to the department’s inability to provide essential services to the citizens of San Antonio.
The current first responder units scheduled for replacement have met or will meet their age and/or mileage requirement cycles before they are replaced. The replacement date is considered the optimum time for replacement in that delay of the acquisition could result in the vehicles incurring higher maintenance costs as a result of age or high mileage. This could impact the City’s ability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
The purchase of these first responder units is for a total cost of $256,148.75 which will be funded through the City’s Equipment Renewal and Replacement Fund (ERRF).
RECOMMENDATION:
Staff recommends the approval of a contract for the purchase of five first responder units from Cowboy Dodge, Jeep, Ram for a total cost of $256,148.75.
This contract is procured by means of cooperative purchasing and a Contracts Disclosure Form is not required.