The URL can be used to link to this page

Home My WebLink AboutItem 06 Purchase a Replacement Fire and Life Safety AmbulanceAGENDA ITEM SUMMARY Meeting Date: 10/16/2023 Meeting Type: Regular Meeting Staff Contact/Dept.: Fire Chief Mike Caven Staff Phone No: 541-682-7115 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Provide Financially Responsible and Innovative Government Services ITEM TITLE: PURCHASE A REPLACEMENT FIRE AND LIFE SAFETY AMBULANCE ACTION REQUESTED: Approve the purchase and authorize the City Manager to sign a purchase order for the procurement of a replacement ambulance. ISSUE STATEMENT: Springfield Fire and Life Safety seeks to replace medic unit 5096. ATTACHMENTS: 1: Purchase Order FLS24110 – Hughes Fire DISCUSSION/ FINANCIAL IMPACT: The current ambulance Medic 36 a 2013 Ford Braun North Star utilized by the department and housed at Station #16 has reached the end of its service life and is no longer in compliance with current industry standards. The replacement Medic Unit will be a Ford E-450 Life Line. Through a competitive process and evaluation, Eugene Springfield Fire selected Hughes Fire Equipment, Inc. for purchase to replace the current medic units. The H-GACBuy (Houston-Galveston-Area-Council Cooperative Purchasing Program) contract AM10-20 is being used to purchase this apparatus. The price offered is valid until October 26, 2023 for the City of Springfield. Springfield Fire and Life Safety is requesting the City of Springfield City Council approve spending funds of $275,000 for the replacement of an ambulance. The apparatus is due for replacement under the normal age and mileage replacement schedule and is budgeted in Fund 713 for replacement this fiscal year. The replaced apparatus will be surplused and added to the Apparatus Fund. The Department continues to consider safety, longevity, and value in equipment purchases to maintain industry standards and lower overall costs. Staff requests Council authorize the purchase and give the City Manager approval to sign the attached purchase agreement for the replacement of an ambulance. City of Springfield Cooperative Procurement 225 Fifth Street Purchase Order Springfield, Oregon 97477 P.O Number FLS24110 Phone: 541-726-3622 Fax: 541-726-3782 VENDOR: F.O.B. DESTINATION: COMPANY NAME: DEPARTMENT: SALES CONTACT: RECIPIENT NAME: STREET ADDRESS: STREET ADDRESS: CITY, ST, ZIP: CITY, ST, ZIP: PHONE: PHONE: This purchase is placed against the following Price Agreement: State of Oregon (ORCPP) Price Agreement # NPPGov Price Agreement # Sourcewell (NJPA) Price Agreement # # Other:# AM10-20 dated 9/30/2023 John Follett QTY UNIT PRICE TOTAL 1 274,698 274,698 - - - - - SUBTOTAL 274,698 PAYMENT DETAILS SHIPPING & HANDLING - Voucher OTHER G/L Account # TOTAL 274,698$ A/P Code # Credit Card Name CC#Authorized Purchaser Signature Date Exp. Nancy Newton, City Manager Invoicing Address Name and Title (Print) Email: ap@springfield-or.gov Springfield, OR 97477 Phone Number and Email RequisitionerP.O. Date DESCRIPTION Ford E-450 Cutaway Van Life Line Victoryliner Type III JY10053-004 713-05100-9000-723001 NA Payment due prior to unit leaving factory TermsShipped VIA Mailing: 225 5th Street 8/28/2023 N/A H-GACBuy [The P.O. number must appear on all related correspondence, shipping papers, and invoices] Hughes Fire Equipment, Inc. Fire and Life Safety Jeremy Yoder Chris Heppel 910 Shelley St 1705 W. 2nd Ave Springfield, OR 97477 Eugene, OR 97402 425-877-3417 541-682-7100 Attachment 1 Page 1 of 2 September 6, 2023 City of Eugene, OR One (1) Ford E-450 SD Cutaway Van Life Line Victoryliner Type III JY10053-0005 Build Location: Sumner, Iowa Proposal Price $273,331.00 Oregon State New Vehicle Privilege Tax @ 0.50%1,366.66 Total Bid Price Including Sales Tax $274,697.66 Terms: Delivery: The unit would be ready for delivery from the factory within 366 to 458 days after receipt of fully executed Purchase Contract, order submission to the manufacturer, drawing approval between the manufacturer/dealer and the customer and receipt of chassis from manufacturer. Delivery is subject to change prior to order placement. This time does not include any possible delays that may be caused by national disasters or pandemic. Credit Card Payments: Payments made for apparatus using a credit card will be applicable to a credit card convenience fee. Future Changes: Various state or federal regulatory agencies (e.g. NFPA, DOT, EPA) may require changes to the Specifications and in any such event any resulting cost increases incurred to comply will be added to the Purchase Price to be paid by the Customer and documented on a Change Order. Performance Bond: A performance bond is not included in the above pricing. If customer elects a performance bond, pending manufacture's review and approval, $2,214.00 will be added to the purchase price or final invoice. Oregon Tax: Effective after January 1, 2018, the State of Oregon New Vehicle Privilege Tax will be required for units with a GVWR of 26,000 pounds or less. Proposal Expires: The above discount recap will be valid until October 26, 2023. If order is not submitted prior to that date, revised pricing will be required. Transportation: Transportation of the units to be driven from the factory is included in the pricing. However, if we are unable to obtain necessary permits, due to the weight of the unit, and the unit must be transported on a flat bed, additional transportation charges will be the responsibility of the purchaser. We will provide pricing at that time if necessary. If customer elects to drive the units from the factory, $5,500.00 may be deducted from the purchase price. Acceptance of Proposal: If the customer wishes to purchase the proposed apparatus Hughes Fire Equipment will provide the Customer its form of Purchase Agreement for the Customer's review and signature. If the Customer desires to use its standard form of purchase order as the Purchase Agreement, the purchase order is subject to review for any required revisions prior to acceptance. All purchase orders shall be made out to Hughes Fire Equipment Inc., and must be signed and dated. Payment Terms: Final payment due prior to the unit leaving the factory for delivery. Consortium Purchase: The proposal is based on the unit being purchased through H-GACBuy (Houston-Galveston-Area-Council Cooperative Purchasing Program) utilizing contract AM10-20 valid until 9/30/2023 with a registered End User member Interlocal Contract "ILC." It is the purchaser’s responsibility to determine if the use of consortiums meets their purchasing requirements. More information can be found at hgacbuy.org Inspection Trips: One (1) factory inspection trip for one (1) fire department customer representative is included in the above pricing. The inspection trip will be scheduled at a time mutually agreed upon between the manufacture's representative and the customer, during the window provided by the manufacturer. Airfare, lodging and meals while at the factory are included. In the event the customer is unable to travel to the factory or the factory is unable to accept customers due to the restrictions caused by a national disaster or pandemic then the Dealership reserves the right to use forms of electronic media to accomplish the intention of the inspection trip. Every effort will be made to make the digital media as thorough as possible to satisfy the expectations of the of the customer. If the Department elects to forgo an inspection trip $2,325.00 per traveler (per trip) will be deducted from the final invoice. Commercial Chassis & Component Price Volatility: Company shall not be responsible for any unforeseen price increase enacted by the commercial chassis supplier or suppliers of major components of the Product (including but not limited to electrical systems, aluminum, and hardware) after order placement. Any price increase for commercial chassis or major components of the product will be passed through to the Customer and will be documented on a Change Order. Page 1 of 1 Attachment 1 Page 2 of 2