city of San Antonio


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File #: 21-2347   
Type: Purchase of Equipment
In control: City Council A Session
On agenda: 4/8/2021
Posting Language: Ordinance approving a contract with Ancira Motor Company to provide the San Antonio Fire Department with first responder trucks for FY 2021 and FY 2022 for an estimated total cost of $750,400.00. Funding in the amount of $136,200.00 is available from the FY 2021 Equipment Renewal and Replacement Fund budget. Funding for FY 2022 is subject to City Council approval of the annual budget. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]
Attachments: 1. Ancira Motor Company - Bid Response, 2. Bid Tabulation, 3. Addendum I & II, 4. Certificate of Exemption, 5. Draft Ordinance, 6. Ordinance 2021-04-08-0222

DEPARTMENT: Finance                     

 

 

DEPARTMENT HEAD: Troy Elliott

                     

                     

COUNCIL DISTRICTS IMPACTED: Citywide

 

 

SUBJECT:

 

Annual Contract for First Responder Trucks for the Fire Department

 

 

SUMMARY:

 

This ordinance authorizes acceptance of a contract with Ancira Motor Company to provide the San Antonio Fire Department with ten First Responder Trucks for FY 2021 and FY 2022 for an estimated total cost of $750,400.00.

 

Funding for two replacement responder trucks in the amount of $136,200.00 is available from the FY 2021 Equipment Renewal and Replacement Fund (ERRF) budget. Additional purchases are subject to the appropriation of subsequent funding.  

 

BACKGROUND INFORMATION:

 

Submitted for City Council consideration and action is the attached tabulation of two offers to provide an annual contract for replacement first responder trucks for the San Antonio Fire Department (SAFD).  The annual contract will provide ten replacement trucks that will consist of three emergency medical services (EMS) responder trucks, six first responder trucks and one squad truck.

 

Two replacement units are planned in FY 2021 and eight replacements are planned in FY 2022 subject to the appropriation of subsequent annual funding by City Council.

 

The EMS Responder Trucks will be utilized by EMS Supervisors that provide additional support to deployed ambulances. These trucks can carry additional emergency medical technicians and supplies to a call for medical emergency services. These trucks are capable to provide direct medical support when a gurney is not required.

 

First Responder Trucks will be assigned to Battalion Chiefs that accompany fire engines, platform ladder trucks, and squad trucks during calls for a critical firefighting response. These trucks can carry additional fire fighters and auxiliary supplies.

 

The Squad Truck, a smaller response vehicle that responds to minor calls for service, that reduce the wear and tear on larger more expensive firefighting vehicles. These vehicles are driven by firefighters that also have their paramedic certifications that can respond to minor emergencies, small fires, as well as provide additional support as required.

 

The submitted offers were evaluated based on the published specifications. 

 

ISSUE:

 

This contract will provide ten replacement front line vehicles for the SAFD. The replacement of these trucks is consistent with the Equipment Renewal and Replacement Fund policy.  These trucks are built to order and customized with specific lights and sirens per SAFD specifications.  The trucks have a 210-day fabrication timeline. The cut-off date for orders is April 8, 2021; however, this contract allows all ten trucks, model year 2021 and 2022 to be purchased at the same price through December 31, 2021.

 

The life expectancy for these trucks is a minimum of 96 months.

 

Vehicles provided on this contract have a 36,000 mile/36-month bumper-to-bumper 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 to the lowest responsive bidder, who is also a local business.  Therefore, application of the Local Preference Program was not required.

 

The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference applies to this contract.

 

 

ALTERNATIVES:

 

The first responder trucks scheduled for replacement have met 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 negatively impact the City’s ability to provide essential services to the residents of San Antonio.

 

FISCAL IMPACT:

 

This ordinance authorizes acceptance of a contract with Ancira Motor Company to provide the San Antonio Fire Department with ten First Responder Trucks for FY 2021 and FY 2022 for an estimated total cost of $750,400.00.

 

Funding for two replacement responder trucks in the amount of $136,200.00 is available from the FY 2021 Equipment Renewal and Replacement Fund (ERRF) budget.  Funding for FY 2022 in the amount of $614,200.00 for eight replacement responder trucks from the ERRF are subject to appropriation of funds.

 

RECOMMENDATION:

 

Staff recommends the approval of a contract to purchase ten replacement First Responder Trucks from Ancira Motor Company for a total estimated cost of $750,400.00 for FY 2021 and FY 2022

 

This contract is procured on the basis of A Public Health or Safety Exemption and a Contracts Disclosure form is not required.