R-1145 - 12/13/2011 - FIRE DEPARTMENT - Resolutions Supporting DocumentsM
SOUNIX
AGENDA ITEM
Regular Board of Trustees Meeting
of
December 13, 2011
ITEM 11...3)
SUBJECT: Request to Award Contract — Replacement of Ambulance Unit #914
01;74
FROM: Thomas McEllin, Fire Chief; Gary Clark, Battalion Chief; Blaine Wing,
Assistant Village Manager
BUDGET SOURCE/BUDGET IMPACT: Vehicle Replacement Fund — ($208,382)
RECOMMENDED MOTION: I move to authorize the Village Manager to execute a
contract though the HGAC cooperative to purchase one (1) 2012 Horton Model 623 Type I
Emergency Medical Vehicle, subject to final attorney review, to replace existing
Ambulance #914, in an amount not to exceed $208,382 from Horton Emergency Vehicles of
Illinois. Furthermore, I move that the Village apply for the pre - payment option.
Background/History:
The Village of Oak Brook maintains three (3) ambulances; two (2) front -line — one (1) at each
Fire Station — and one (1) reserve. The reserve ambulance is placed in service whenever a front-
line ambulance goes down for damages, maintenance, or repairs. The reserve ambulance is also
used as a third ambulance for special events (e.g. Taste of Oak Brook) and when off -duty
personnel are called back due to a high volume of emergency medical calls.
The Northern Illinois Suburban Purchasing Cooperative recently awarded a bid to Foster Coach
for a Medtec Type I with an International Chassis for a unit price of $217,739. However, the
Houston - Galveston Area Council (HGAC) price for a Horton vehicle, built to Oak Brook's
specifications, would be $9,357 less or as much as $12,782.00 less than the Suburban
Cooperative price, if the Board selects the pre- payment option. Our Finance Director
recommends the pre - payment option. All of the above options are under the Village's 2011
budgeted amount of $225,000 for replacement of the medium duty ambulance, which would
fund replacement of Ambulance Unit #914 and purchase the necessary communication
equipment.
M
Ambulance Replacement Schedule
In an effort to control maintenance costs and maintain a reliable fleet of emergency medical
vehicles, the Village of Oak Brook's goal has historically been to retain our ambulances for 12
years; eight (8) years front -line and four (4) years reserve. It should be noted that nearby Fire
Departments rarely keep an ambulance for more than 6 -7 years.
Each time an ambulance is purchased, the newest ambulance becomes front -line and replaces the
second oldest ambulance, and the oldest ambulance goes into reserve status. Delaying purchase
of one ambulance affects maintenance cost and lifespan of the other two. Under this plan, the
oldest ambulance in the fleet is replaced by every four (4) years when they are 12 years old.
• The vehicle we are replacing, Ambulance #914, is a 14 year old, 1997 Medtech. It was
originally scheduled for replacement in early 2010 but was deferred to 2011 due to
budget constraints. This vehicle has 64,291 odometer miles and 7,198 engine hours*
(7,198 x 35 = 251,930 miles) (Note: The engine hours are actually higher than indicated
as the meter was not working for some time.) In addition, this ambulance has become
more expensive to maintain. Repairs become more labor intensive with older vehicles
and manufactures' are only required to carry parts for 10 years.
• Ambulance #915 is a 2002 Horton, is schedule to be replaced in 2014. This vehicle has
72,282 odometer miles and 7,843 engine hours *. (7,843 x 35 = 274,505 miles)
• Ambulance #924 is a 2006 Horton, is scheduled to be replaced in 2018. This vehicle has
47,800 odometer miles and 5560 engine hours *. (5,560 x 35 = 194,600 miles)
*Industry standard is 35 mile per engine hour to convert to miles on the motor.
In 2001, due to numerous and extreme mechanical, electrical, and air conditioning issues the Fire
Department was experiencing with the pick -up truck type chassis we had at the time, the decision
was made to convert Oak Brook's fleet of emergency medical vehicles to the International
chassis, which is a more durable heavy duty truck chassis. This chassis type is also easier for the
Village mechanic's to repair and maintain. We received our first vehicle of this chassis type in
2002 and our second in 2005, a year early in the replacement schedule. The Fire Department and
Village mechanics have been very pleased with the performance of the International chassis and
recommend continuing in that direction. The last ambulance in the fleet that is not an
International truck chassis (Unit #914 is a 1997 Ford E -350; a van chassis, which is extremely
difficult to perform maintenance and repairs on) was scheduled to be replaced in 2010, but
because of budget constraints, the replacement was deferred until 2011. Deferring this
replacement any longer will have a cascading effect on the two (2) front -line vehicles. As stated
above we expect eight (8) years of front -line service from our vehicles. Ambulance #915 is
currently in its ninth year of front line service and Ambulance #924 is in its sixth year of front-
line service. As you can see, any further delay, and failure to get the replacement schedule back
on track, is going to cause reliability and maintenance problems in the future.
For the above reasons, the age, and the unreliability of the vehicle, it is the recommendation of
the Fire Department to replace the 1997 Ford/Medtech (Ambulance #914) as soon as possible.
Due to its age, we can expect to sell the vehicle for approximately $7,000.00. The Fire
Department has prepared a specification for the replacement and has designed the new
ambulance to be the same chassis type and configuration as the last two (2) vehicles. This
vehicle design and custom configuration has performed and met Oak Brook's needs well and the
manufacturer and their service agents have been very responsive to resolve any issues Oak Brook
has encountered with the vehicles. It is staff's recommendation that Oak Brook purchase the new
vehicle from Horton Emergency Vehicles of Illinois for the following reasons:
• Fleet Conformity — The advantage to the Village of maintaining a fleet of "like
vehicles" is significant. The benefits in maintenance are many, from parts inventory
to ease of repair. Also, since all three (3) vehicles are configured the same, the
supplies and equipment can be placed in the same location on all emergency medical
vehicles, which is extremely beneficial.
• Service - Horton has mobile, "to your door" service for any issues that may arise.
• Enhanced Safety - Horton is the only manufacturer that performs both static and
dynamic crash testing on their ambulance module body and mounting system.
Currently their bodies are certified to a 35g impact. Horton is now also the only
manufacturer to install a rollover air bag protection system in the ambulance module.
• Horton has a sales office in Illinois, whose staff are employees of Horton Emergency
Vehicle in Ohio. This allows them access to the factory build specifications from Oak
Brook's last vehicle to help ensure conformity.
The new ambulance will be a "front line" apparatus and Medic #915 (2002 Horton) will be
placed in reserve status. It will then be utilized when a third ambulance is needed due to a high
volume of emergency medical calls or special events, and when a "front line" ambulance is out
of service.
Recommendation:
Staff recommends that the Village Board approve a contract though HGACBuy to purchase one
(1) 2012 Horton Model 623 Type I Emergency Medical Vehicle, to replace existing Ambulance
#914, in an amount not to exceed $208,382.00 from Horton Emergency Vehicles of Illinois.
Further, in order to save money, staff strongly suggests pursuing the pre - payment discount
option. Specifically, Horton has offered to pay 4.0% (APR) on any funds paid towards the
purchase at the time of contract. Computed on an anticipated 150 -day delivery schedule and full
pre - payment, this "rebate" should return approximately $3,400 to the Village based on actual
delivery date.)
RESOLUTION 2011- FD -PG -R -1145
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY
AND BETWEEN THE VILLAGE OF OAK BROOK AND THE HOUSTON- GALVESTON AREA
COUNCILTO PURCHASE A REPLACEMENT AMBULANCE
WHEREAS, the Village's existing ambulance #914 is 14 years old and was scheduled to be
replaced in 2010 in order to reduce the Village's vehicle maintenance and repair costs; and
WHEREAS, the 2011 budget includes $225,000 in the Vehicle Replacement Fund for the
purchase of one medium duty ambulance to replace ambulance #914 ( "Replacement Ambulance "); and
WHEREAS, the Replacement Ambulance is a specialty item built upon an "International" chassis
that is only available from limited suppliers, and the Village has found that the International chassis is
more efficient and cost - effective to repair and maintain than other types of ambulance chassis; 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 can purchase a Replacement Ambulance built on an International chassis
through a cooperative purchase with the Houston - Galveston Area Council ( "HGAC') which will obtain the
Replacement Ambulance from Horton Emergency Vehicles of Illinois for an amount not to exceed
$208,382, thereby saving the Village $9,357 compared to buying a similar Replacement Ambulance
through the Village's participation in the Northern Illinois Suburban Purchasing Cooperative; and
WHEREAS, in light of the limited number of qualified suppliers and the special nature of the
Replacement Ambulance, the Village Manager has recommended that the Village waive competitive
bidding and approve an agreement with HGAC for the purchase of the Replacement Ambulance in an
amount not to exceed $208,382 ( "Agreement "), which Agreement is attached to this Resolution as Exhibit
A; and
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 so waive competitive bidding
and to approve the Agreement;
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.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Replacement Ambulance shall be, and they are hereby, waived in
accordance with the Section 8 -9 -1 of the Illinois Municipal Code and Section 1 -7-4 of the Village
Municipal Code.
Section 3: Approval of Purchase of Replacement Ambulance. The purchase of a 2012
Horton Model 623 Type I Emergency Medical Vehicle from HGAC as the Replacement Ambulance in a
total amount not to exceed $208,382 shall be, and is hereby, approved.
Resolution 2011- FD -PG -R -1145
Approving the Waiver of Competitive Bidding
and Authorizing the Execution of an Agreement by
and between The Village Of Oak Brook and
The Houston - Galveston Area Council
to Purchase a Replacement Ambulance
Page 2 of 2
Section 4: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and HGAC in substantially the same the form as
attached as Exhibit A and in a final form approved by the Village Attorney.
Section 5: Execution of Agreement and Required Documentation. The Village Manager
and the Village Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village,
the Agreement and all documents necessary to complete the purchase authorized pursuant to Section 3
of this resolution, provided that the Village first receives executed documentation in a form acceptable to
the Village Manager in consultation with the Village Attorney.
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.
Ayes:
APPROVED THIS 1 e day of December, 2011
Gopal G. Lalmalani
Village President
PASSED THIS 13" day of December, 2011
ATTEST:
Charlotte K. Pruss
Village Clerk