REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Order to Republic EVS for the Purchase of a Medix Specialty Vehicle Type 1, MSV 170 Ambulance, and Approve the Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High-Quality Efficient Services and Infrastructure
BACKGROUND
The Fire Department has had ambulances as part of its fleet since 1996. The Fire Department includes ambulances as part of its deployment model in the response to 911 calls for medical assistance or other major incidents within the City of Santa Clara, and to augment the ambulance service provided by the County of Santa Clara when resources are low or the severity of the call dictates immediate transport to the hospital. Currently, there are two ambulances in the fleet: Vehicle 2688, manufactured in 2002, and Vehicle 3714, manufactured in 2010. Typically, one ambulance is in active service responding to emergency calls, while the other vehicle is available as back-up when the primary ambulance is undergoing maintenance or repair. This ensures consistent coverage for the City.
Vehicle 2688, which has been in service for 21 years, has exceeded the average lifespan of 10 years for ambulances. As a result, the Department is seeking a replacement with a new ambulance.
DISCUSSION
This recommendation is pursuant to City Code Section 2.105.270(c) which states that the City may, without observing formal bidding requirements, contract with a vendor under a contract awarded using preestablished cooperative purchasing agreements, when such agreement resulted from a competitive bid process that meets or exceeds the City’s competitive bid process. Staff is recommending the purchase of a new ambulance using the Houston-Galveston Area Council of Governments (H-GAC) cooperative purchase agreement with Republic EVS to replace Vehicle 2688.
H-GAC is a government agency that provides a cooperative purchasing program as part of its service to other government agencies. In June 2023, H-GAC conducted a Request for Proposal (RFP) for ambulances, EMS vehicles, and special service vehicles. Through this RFP process, multiple vendors were awarded a contract including Republic EVS.
Staff reviewed pricing between the different contracts awarded through the RFP and determined that Republic EVS’ price is fair and reasonable. In addition, Republic EVS will be able to deliver the ambulance within six months from the time the City issues the purchase order. This is significantly faster in comparison to other vendors, whose current lead time is one to two years.
Staff is requesting authorization to issue a purchase order to Republic EVS with a not-to-exceed amount of $315,000. The breakdown is provided in Attachment 1, Cost Summary.
ENVIRONMENTAL REVIEW
The action being considered is exempt from the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(2) because the purchase of vehicles and equipment is not considered a project.
FISCAL IMPACT
The total estimated cost of the ambulance replacement for Vehicle 2688 is $315,000, including a contingency of $11,322. There is current funding of $160,000 that was amortized for the ambulance replacement in the Vehicle Replacement Fund. Staff is requesting to recognize and transfer $155,000 of Fire ambulance transport revenues received this fiscal year to the Vehicle Replacement Fund to fund the remaining costs. The Fire Department receives revenue for the transportation of patients to the hospital when the County ambulance service provider’s resources are low or when the severity of the medical emergency dictates immediate transport.
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Budget Amendment FY 2023/24 |
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Current |
Increase (Decrease) |
Revised |
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General Fund (001) |
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Revenues |
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Other Fees for Services |
$38,415,796 |
$155,000 |
$38,570,796 |
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Expenditures |
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Transfer to the Vehicle Replacement Fund |
$81,900 |
$155,000 |
$236,900 |
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Vehicle Replacement Fund (050) |
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Revenues Transfer from the General Fund Expenditures |
$81,900 |
$155,000 |
$236,900 |
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Capital Outlay |
$3,143,731 |
$155,000 |
$3,298,731 |
COORDINATION
This report has been coordinated with the Department of Public Works, the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute a purchase order with Republic EVS for a new Medix Specialty Vehicle Type 1, MSV 170 ambulance for a maximum not-to-exceed amount of $315,000, inclusive of sales tax and applicable fees.
2. Approve the following FY 2023/24 budget amendments:
a. In the General Fund, increase the Other Fees for Services estimate by $155,000 for the recognition of Fire ambulance transport revenues and increase the transfer to the Vehicle Replacement Fund by $155,000 (five affirmative Council votes required to appropriate additional revenue); and
b. In the Vehicle Replacement Fund, increase the transfer from the General Fund by $155,000 and increase the Capital Outlay appropriation by $155,000 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by: Ruben Torres, Fire Chief
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Cost Summary