S-1610 - 10/27/2020 - FIRE DEPT. EMS SERVICES - Ordinances ITEM 9.A.1
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AGENDA ITEM
Regular Board of Trustees Meeting
October 27, 2020
SUBJECT: Vehicle Replacement
FROM: Barry Liss, Fire Chief 09��
BUDGET SOURCE/BUDGET IMPACT: 2020 Equipment Replacement - $288,093.00 from
Program#342, Equipment Replacement, for the replacement and purchase of an ambulance.
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 2021 Ford F550 4X4 Custom Horton
Conversion Ambulance in the amount of$284,093.00.
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 2021 Ford F550 4X4 Custom Horton Conversion Ambulance for a
unit price of$288,359.00. Secondarily, an additional savings of$4,266.00 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 $284,093.00 The 2021 Equipment
Replacement account provides adequate funding, allowing the outright purchase of the
ambulance.
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
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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, a 2012 has reached over 8 years, and our fleet is not only
experiencing routine unscheduled mechanical issues, but lacking dependability and reliability.
The reserve ambulance has over 66,746 miles and over 5,300 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 185,500 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 nearly 50 years of experience, having delivered more than 25,000 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 4-wheel drive, 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.
The reserve ambulance that this new vehicle replaces, will be identified as surplus at a later date,
following the placement of the new ambulance into full service, which if approved, would arrive
toward the end of summer in 2021, as the new build time is approximately 9 months from order
placement. An estimate of $18,000 - $21,000 may be realized in salvage for the sale of the
nearly 9-year old reserve ambulance.
Recommendation:
That the above motion be presented to the board for approval.
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
ORDINANCE
2020-F D-PG-AM B L N C-S-1610
AN ORDINANCE APPROVING THE WAIVER OF
FURTHER BIDDING AND AUTHORIZING THE
PURCHASE OF AN AMBULANCE
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAWED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 27T" day of October, 2020
ORDINANCE 2020-FD-PG-AMBLNC-S-1610
AN ORDINANCE APPROVING THE WAIVER OF
FURTHER BIDDING AND AUTHORIZING THE
PURCHASE OF AN AMBULANCE
WHEREAS,the Oak Brook Village Code and the Governmental Joint Purchasing Act(30 ILCS
525/1,et seq.)authorize the Village to participate in cooperative purchasing arrangements;and
WHEREAS, the Village is a member of The Suburban Purchasing Cooperative ("SPC"), a
cooperative purchasing entity;and
WHEREAS,SPC solicited bids on the Village's behalf for a new ambulance for the Oak Brook
Fire Department;and
WHEREAS,the Village reviewed the results of SPC's bidding process and determined that the
bid offered by Foster Coach Sales,Inc.("Foster")for a 2021 Ford F550 4x4 Custom Horton Conversion
Ambulance was the lowest responsible bid;and
WHEREAS,the Village hereby waives any additional bidding requirements and wishes to accept
Foster's bid,in accordance with this Ordinance;
NOW THEREFORE,BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK,DU PAGE AND COOK COUNTIES,ILLINOIS,as follows:
Section 1: The Village Manager is hereby authorized to: i) execute a purchase order
attached hereto as Exhibit A ("Contract") for a 2021 Ford F550 4x4 Custom Horton Conversion
Ambulance("Ambulance")in an amount not to exceed$284,093.00.tender payment for the Ambulance
from the Village's 2020 Equipment Replacement Account;and ii)take all steps necessary to implement
the terms of this Ordinance.
Section 2: The Village authorizes the adoption of this Ordinance and the entry into this
Contract without the need for further competitive bidding because the Village obtained bids through its
membership in SPC,a cooperative purchasing entity.
Section 3: This Ordinance shall be in full force and effect from and after its passage,
approval,and publication as required by law.
APPROVED THIS 27th day of October,202/0/
Gopal G.Lalmalani
Village President
PASSED THIS 27th day of October,2020
Ayes: Trustees Baar,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None
Absent: None
ATTEST:
Charlotte K.Pruss
Village Clerk
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Exhibit A
Purchase Order
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FOSTER COACH SALES,INC.
903 Prosperity Drive Street P.O.Box 700
Sterling,Illinois 61081 PF01011
Phone: (815)625-3276
(800)369-4215
Fax: (815)625-7222
Web site:www.fostercoach.com
QUOTATION
TO: OAKBROOK FIRE DEPARTMENT DATE: 10/15/20
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
hereof.
CITY. DESCRIPTION EACH NET PRICE
1 2021 FORD F550 4X4 CHASSIS ON A CUSTOM HORTON $ 288,359.00 $ 288,359.00
CONVERSION PER CUSTOMER SPECIFICATIONS
OPTIONS
PREPAYMENT DISCOUNT $ 4,266.00 $ 4,266.00
Full amount due within 10 business days of order to
receive full discount
TRADE IN OF 2014 INTERNATIONAL CHASSIS ON HORTON $ -12,500.00 $ -12,500.00
CONVERSION
Must be in good mechanical condition at time of trade
or price subject to change.
$ Total $ 271,593.00
ACCEPTED BY:
TITLE: Date:
ESTIMATED DELIVERY:
6-8 MONTHS DEPENDING ON CHASSIS PROPOSED BY:
K. STER,VL49E PRESIDENT OF SALES