DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Purchase of Ambulances
SUMMARY:
This ordinance authorizes an annual contract with Mac Haik Dodge Chrysler Jeep to provide replacement ambulances for a total contract value of $7,376,402.77 over a two year period.
Funding for thirteen (13) replacement ambulances in the amount of $3,904,070.34 is available from the FY 2020 Equipment Renewal and Replacement Fund Budget. Funding for subsequent years of the contract is subject to City Council approval of the annual budget.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the offer submitted by Mac Haik Dodge Chrysler Jeep utilizing the Houston-Galveston Area Council cooperative contract number AM10-18; Public Services 18-00457 to provide an estimated quantity of 24 ambulances for a total cost of $7,376,402.77.
This contract will provide the San Antonio Fire Department, Emergency Medical Services Division with replacement ambulances on Dodge 4500 cab and chassis trucks. Currently, the Fire Department Emergency Medical Services Division (EMS) utilizes 63 units composed of 35 frontline units, 8 peak period units, and with 20 units in reserve. With a lead time of approximately 350 days for delivery of new ambulances, approval of the FY 2021 purchase will allow orders to be placed early in the fiscal year. This will ensure that ambulances are received at the time existing equipment is due for replacement.
ISSUE:
This contract will provide the City of San Antonio Fire Department’s Emergency Medical Services Division with an estimated quantity of 24 turnkey ambulances to support their advanced life support program.
These units will be purchased from Mac Haik Dodge Chrysler Jeep utilizing the Houston-Galveston Area Council cooperative contract number AM10-18; Public Services 18-00457. This purchase will be made in accordance with the Houston-Galveston Cooperative Program passed on resolution 96-41-48 dated 10/10/1996.
The Houston-Galveston Cooperative Program is administered by the Houston-Galveston Area Council Cooperative. All products and services included in this cooperative were competitively bid and awarded by the Cooperative’s Board of Trustees based on Texas statutes.
The life expectancy of a new ambulance is 48 months. The cab and chassis have a 60,000 mile/5 year powertrain and a 36,000 mile/36 month bumper to bumper warranty. The ambulance body has a lifetime module warranty.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
The recommended award is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
The current vehicles scheduled for replacement have met or will meet their age and mileage requirement cycles and may not be economically feasible to repair. If the 24 ambulances are not purchased, the Fire Department’s ability to provide advanced life support for the residents of San Antonio and surrounding areas could be impacted. The alternatives are to continue to use the vehicles currently available and incur increasing maintenance costs or to limit access of the services, compromising public health and emergency medical services coverage for the entire City.
FISCAL IMPACT:
This ordinance authorizes an annual contract with Mac Haik Dodge Chrysler Jeep to provide replacement ambulances for a total contract value of $7,376,402.77 over a two year period.
Funding for thirteen (13) replacement ambulances in the amount of $3,904,070.34 is available from the FY 2020 Equipment Renewal and Replacement Fund Budget. Funding for subsequent years of the contract is subject to City Council approval of the annual budget.
RECOMMENDATION:
Staff recommends the approval of this purchase with Mac Haik Dodge Chrysler Jeep for a total cost of $7,376,402.77.
This contract is procured by means of cooperative purchasing and a Contracts Disclosure Form is not required.