R-1445 - 03/24/2015 - FIRE DEPARTMENT - Resolutions Supporting Documents ITEM 7.D.3)
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AGENDAITEM
Regular Board of Trustees Meeting
March 24, 2015
SUBJECT: Vehicle Replacement
FROM: Barry Liss, Fire Chief
Mike Hullihan, Director of Public Works
Rania Serenees, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: 2015 Equipment Replacement - $265,000 from
Program #342, Equipment Replacement, for the replacement and purchase of an ambulance.
Estimated $10,000 to be realized in salvage for sale of reserve ambulance being replaced.
RECOMMENDED MOTION: I move that the Village Board waive further bidding since
The Suburban Purchasing Cooperative (SPC) already conducted the bid process and issue
a purchase order to Foster Coach Sales, Inc. for one 2016 International 2X4 Terra Star
Chassis Custom Horton Conversion Ambulance in the amount of $229,030 and issue a
purchase order to Stryker, Inc. for one Power Load System in the amount of $24,337.56.
An amount not to exceed $11,632.44 will be required for incidentals including, but not
limited to a complete communication package, stretcher, Knox Box, and computer for the
ambulance.
Background/History: The Fire Department currently maintains three (3) ambulances; two front-
line units operating out of each of our two locations, and one (1) maintained in reserve. The
reserve ambulance is placed in service whenever a front-line ambulance is taken out of service,
for reasons such as, but not limited to routine maintenance, unpredicted breakdown or necessary
repair. Additionally, when available the reserve ambulance is used for special events or
circumstances requiring its staffing and utilization.
As a member of the Suburban Purchasing Cooperative, they have successfully awarded a bid to
Foster Coach Sales, Inc. for a 2016 International 2X4 Terra Star Chassis Custom Horton
Conversion Ambulance for a unit price of $231,474, resulting in a $2,444 savings over the
I louston-Galveston Area Counsel cooperative price for the same type vehicle. Secondarily, an
additional savings of$3,439 can be obtained for exercising a pre-payment option, providing full
payment within 10 business days of the order. The pre-payment option would reduce the final
cost to $229,030. The 2015 Equipment Replacement account provides funding in the amount of
$265,000, allowing the purchase of the ambulance, stretcher loading system, associated
communication and technology components.
In an effort to control maintenance costs and maintain a reliable fleet of ambulances, a defined
Fire Department vehicle capital improvement program provides for the replacement of the oldest
ambulance following nine years of service. Six years as front-line service followed by three
years of reserve service. This approach is supported by the Village Manager, the Finance
Director, and the Fleet Committee. Deferring the timeliness of these purchases affects ongoing
maintenance costs and the effective lifespan and serviceability of the existing fleet, potentially
compromising our ability to provide essential paramedic service to the community.
The age of our oldest ambulance has reached over 12 years, and our fleet is not only
experiencing routine unscheduled mechanical issues, but lacking dependability and reliability.
The reserve ambulance has 83,371 miles and 8,821 engine hours. Industry standard suggests
using a calculation of 35 miles per engine hour for interpreting the wear on an engine. That
translates to an additional 308,734 miles of wear and tear placed on the existing engine.
Additional delays in replacing the reserve ambulance will continue to have a ripple effect,
causing further financial implications in the continuation of maintaining an aging fleet.
The selected manufacturer, Horton Emergency Vehicles out of Columbus Ohio is a leader in the
industry with over 45 years of experience, having delivered more than 16,000 ambulances.
Horton provides the most comprehensive safety and technological systems in the industry, such
as Intelliplex electrical systems and solar Eco Smart Cool Tech II air conditioning systems.
Discussions with the manufacturer suggest a build time from date of order at approximately 5 - 6
months.
An internal committee has worked closely with the manufacturer in preparing and approving the
specifications of the vehicle. These specifications incorporate all of the latest available safety
features and ergonomics in a customized configuration designed to minimize personal injury
while providing a safer and more comfortable ride for the patient. The new design includes, but
is not limited to an air bag restraint system, improved visibility, efficient LED lighting, stretcher
lift system, back up camera, air purification system, carbon monoxide detection and an eco
friendly air conditioning system.
Recommendation:
That the above motion be presented to the board for approval.
RESOLUTION 2015-FD-V-PG-R-1445
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING
THE PURCHASE OF AN AMBULANCE AND A POWER LOAD SYSTEM
WHEREAS, the Village Fire Department is in need of a new ambulance ("Ambulance's; and
WHEREAS, Section 1-7-10 of the Village Code authorizes the Village to join with other units of
government in cooperative purchasing plans when it is in the best interests of the Village; and
WHEREAS, the Village participates in the Suburban Purchasing Cooperative ("SPC"), which
permits local governments to purchase commodities and services according to contracts bid and
negotiated by the SPC, resulting in significant savings for the Village; and
WHEREAS, the SPC sought bids for the purchase of the Ambulance and identified Foster Coach
Sales, Inc. ("Foster' as the lowest responsible bidder to provide the Ambulance; and
WHEREAS, Foster bid to sell an Ambulance for a sum of $231,474, with a pre-payment option
reducing the final cost to $229,030 and an amount not to exceed $11,632.44 to equip the Ambulance;
and
WHEREAS, because the SPC already conducted competitive bidding processes for the purchase
of the Ambulance, the Village staff has recommended that the Village waive competitive bidding and
approve the purchase of the Ambulance from Foster; and
WHEREAS, the Village also desires to equip the Ambulance with a new Power Load System
("StrykerSytem'J; and
WHEREAS, the Village already owns hydraulic power stretchers and Stryker Systems
manufactured by Stryker Medical, Inc. ("Stryker'l which are incompatible with any other Power Load
System; and
WHEREAS, Stryker is currently the sole source proprietary vendor for Stryker Systems; and
WHEREAS, Section 1-7-7 of the "Village Code of Oak Brook, Illinois" ("Village Code'l provides
that contracts, which by their nature are not adapted to award by competitive bidding or competitive
proposals, such as when an item is only available from a single source, are exempted from competitive
bidding and competitive proposal requirements; and
WHEREAS, the Village President and Board of Trustees, being fully advised in the premises,
have determined that it is in the best interests of the Village and its residents to authorize the purchase of
a Stryker System from Stryker for an amount not to exceed $24,337.56;
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to: (i) so waive competitive
bidding for the Ambulance; (ii) approve the purchase of the Ambulance from Foster; and (iii) approve the
purchase of the Stryker System from Stryker;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Resolution 2015-FD-V-PG-R-1445
Approving the Purchase of
Ambulance and Stretcher
Page 2 of 2
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Ambulance is hereby waived in accordance with Section 1-7-4 of
the Village Code.
Section 3: Authorization of Purchase of the Ambulance. The President and Board of
Trustees hereby approve the purchase of the Ambulance from Foster for a purchase price not to exceed
$229,030.00, including an amount not to exceed $11,632.44 to equip the Ambulance.
Section 4: Authorization of Purchase of the Stretcher. The President and Board of Trustees
hereby approve the purchase of the Stryker System from Stryker for a purchase price not to exceed
$24,337.56.
Section 5: Execution of Required Documentation. The Village President and the Village
Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village all documents
necessary to complete the purchases pursuant to Sections 3 and 4 of this Resolution.
Section 6: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
APPROVED THIS 24th day of March, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 24h day of March, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Item 7.A.8
VFH)CLE INVOICE-
FOSTER COACH SALES:, INC .
Box 700 903 Prosy}eriry Drlve
VILLAGE OF OAK BROOK 4-1-15 Sterling,Illinois 61081 ($75)g25-32%x.
(800)369-4215:
SOLD TO VILLAGE OF OAK BROOK FAX(t}15?ti25 7222
ADDRESS 120.0 OAK.BROOK RD OA E 4-1-15
OAK.BROOK,.I l- .60523,
SALESMAN; I',t FOS'fEt7
PO#20150282-001
PRICE OF UNIT
GHASSI$ $ 6$75();00
NerVOR NORTON CONY $166,719;80
2 MAKE' YEAR MODEL SOOY STYLE USED'
O INTERNATIONAL 201:6• HORTON AMBULANCE NEW
H
U SERIAL NO.
TRADE IN
TYPE
2016 INTERNATIONAL 2X4 TERRA STAR CHASSIS' $65,780:00 SERIAL.NO.
CUSTOM HORTON CONVERSION PER CUSTOMER SPECIFICATIONS $166,719.00
PREPAYMENT DISCOUNT; DIFFERENCE
FULL PAYMENT WITHIN 10 BUSINESS DAYS OF ORDER TO RECEIVE SALES TAX'
Imo- DISCOUNT -3;439,00
TITLE
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TOTALCASH PRICE $232,469.00
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SETTLEMENT.
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PREPAYMENT 1
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PREPAYMENYCRED.ITS '`:3,$39.00
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TOTAL. $229.Q31],00
PURCF11ASE ORDER
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APPROVED FOR PX(IVIIENT
ACCOUNT At,IC?Ui�)"i LSE C;{iP"17i1)N
/!FOSTER COACH SALES, INC.
903 Prosperity Drive Street P.O.. Box 700
Sterling, Illinois 61081 .m - PF00673
Phone: (815)625-3276
(800)369-4215 -
Fax: (815)625-7222
Web site:www.fostercoach.com
QUOTATION
TO: OAKBROOK FIRE DEPARTMENT DATE:
1200 OAK BROOK RD
OAKBROOK, IL 60523
ATTN: BARRY LISS REFERENCE: NEW AMBULANCE
We are pleased to submit the following quotation in accordance with your request and subject to the Terms and Conditions listed.below and on the reverse side i
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hereof. i
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QTY. DESCRIPTION EACH NET PRICE
1 2016 INTERNATIONAL 2x4 TERRA STAR CHASSIS $ 65,750.00 $ 65,750.00 I
1 CUSTOM NORTON CONVERSION PER CUSTOMER $ 166,719.00 $ 166,719.00
SPECIFICATIONS I(
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PREPAYMENT DISCOUNT $ -3;439.00' $ -3,439.00
Full payment within 10 business days of order to receive
discount
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$ Total $ 229,030.00
ACCEPTED BY: 1`
ESTIMATED DELIVERY: r
8-9 MONTHS DEPENDING.ON CHASSIS PROPOSED BY:
R ..FO TER, ICE PRESIDENT OF SALES