AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
DCM: Bryan Langley
AGENDA DATE: March 21, 2017
SUBJECT
Title
Consider adoption of an ordinance approving the expenditure of funds for the purchase of one (1) ambulance chassis and the refurbishment of the ambulance body for Medic 6, which are available from only one source and in accordance with Texas Local Government Code 252.022, such purchases are exempt from requirements of competitive bids; providing for the expenditure of funds therefor; and providing an effective date (File 6407-awarded to Knapp Chevrolet in the not-to-exceed amount of $169,300).
Body
FILE INFORMATION
This item is for the replacement of a chassis and the refurbishing of the ambulance body for Medic 6, a 2013 ambulance that was involved in an accident and the chassis deemed a total loss. The Frazer Type I ambulance body will be refurbished and mounted on a new Chevrolet Model 3500 chassis purchased through the H-GAC Cooperative Purchasing Program Contract# AM10-14. This ambulance was originally planned to be refurbished in Fiscal Year 2020-2021, however, due to the accident, the schedule has been moved forward. The Risk Management department will cover $75,250 of the purchase through the Risk Retention Fund with the remaining $94,050 being funded by Certificate of Obligation funds. The Fire Department normally has three (3) ambulances in reserve status to be used when a frontline ambulance is down for maintenance or repairs. One of these ambulance has been moved to the frontline until this refurbishment is completed. This replacement chassis/refurbished body will go back in to frontline status once it is completed and delivered and the number of reserve ambulances will increase to three (3) again.
The ambulance is quoted by Frazer through Knapp Chevrolet, the licensed GM franchise dealer (Exhibit 1). This item is considered a single source due to increased savings in parts stocking, repair familiarity, and operator training by standardizing the units (Exhibit 2).
RECOMMENDATION
Award the purchase of one (1) Frazer Type I ambulance body refurbishment and Chevrolet Model 3500 chassis from Knapp Chevrolet in the amount of $169,300.
PRINCIPAL PLACE OF BUSINESS
Knapp Chevrolet
Houston, TX
ESTIMATED SCHEDULE OF PROJECT
The purchase and delivery the ambulance will occur within 180 days of purchase order issuance.
FISCAL INFORMATION
The Ambulance (Fleet ID#FD1775) will be funded in part from the Risk Management Retention Fund Account# 6552-Damage to City Vehicles in the amount of $75,250 and the remaining $94,050 will be funded from Certificate of Obligation bonds to be sold in May 2017. Due to the long lead time to complete the ambulance refurbishment, a letter of intent was issued to expedite the delivery of ambulance once funding has been secured (Exhibit 3).
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Organizational Excellence
Related Goal: 4.1 Enhance public safety in the community
EXHIBITS
Exhibit 1: Quote
Exhibit 2: Single Source Memo
Exhibit 3: Letter of Intent
Exhibit 4: Ordinance
Respectfully submitted:
Ethan Cox, 349-7421
Customer Service Manager
For information concerning this acquisition, contact: Terry Kader at 349-8729.