07-16-2019 - Item 10 - Award of Purchase -Rescue Ambulance VehicleAGENDA ITEM NO. 10
AGENDA STAFF REPORT
City of West Covina | Office of the City Manager
DATE:July 16, 2019
TO:Mayor and City Council
FROM:David Carmany
Interim City Manager
SUBJECT:AWARD OF PURCHASE - RESCUE AMBULANCE VEHICLE
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1.Authorize the purchase of one 2017 Leader Ambulance from Leader Emergency Vehicles,
totaling $202,834.72 in accordance with West Covina Municipal Code, Chapter 2, Article VII,
Division 2, Sec. 2-333 (i) (1), and the findings of the West Covina Finance Department;
2.Authorize the purchase of communications equipment totaling $6,105.22 from Acura Systems
International Inc., in accordance with West Covina Municipal Code, Chapter 2, Article VII,
Division 2, Sec. 2-333 (i) (2), GSA contract no. GS-35F-0143R, to be installed by Leader
Emergency Vehicles in the new ambulance;
3.Appropriate grant funds from Assembly Bill 74 (Account No. 110.32.4521) to Vehicles and
Mobile Equipment expenditures (Account No. 110.32.3210.7170); and
4.Adopt the following resolution:
RESOLUTION NO. 2019-41 - A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING A BUDGET
AMENDMENT FOR THE FISCAL YEAR COMMENCING JULY 1, 2019, AND
ENDING JUNE 30, 2020 (RESCUE AMBULANCE VEHICLE)
BACKGROUND:
The West Covina Fire Department (“Fire Department”) provides a Paramedic-based level of pre-
hospital emergency ground transportation for sick and injured persons throughout the City. The Fire
Department provides this level of service through three frontline ambulances that are staffed and
deployed 24/7/365. The Fire Department also maintains a reserve ambulance fleet to provide
support should any of the frontline ambulances require maintenance or repair.
Location Status Description Unit No.Mileage
Station No. 1 Frontline 2014 North Star Ambulance (Rescue 1)F-35 74,651
Station No. 1 Reserve 2004 Leader Ambulance (Reserve Rescue)F-30 129,432
Station No. 1 Reserve 2004 Leader Ambulance (Reserve Rescue)F-32 104,054
Station No. 2 Frontline 2008 North Star Ambulance (Rescue 2)F-34 133,223
Station No. 4 Extended repairs 2014 North Star Ambulance (Rescue 4) F-36 89,192
DISCUSSION:
Currently, the City of West Covina has not had a vehicle replacement policy regarding the useful life
of each vehicle type, but is in the process of implementing one City-wide. Staff keeps track of many
of the National Fire Protection Association (NFPA) factors and combined with the current mileage
(133,323), recommends that Rescue 2 (the 2008 North Star ambulance) be moved to a reserve status,
and replaced by the purchase of a new 2017 Leader Ambulance.
During an emergency medical service (EMS) call, vehicle reliability is assumed, but the reality is
that the current ambulance fleet is becoming less reliable as the number of EMS calls per year
increases while vehicle useful life is simultaneously extended. Should any of the three in-service
ambulances fail, the Fire Department has one reserve ambulance available currently; however, the
reliability of the reserve ambulances over an extended amount of time is unknown. In addition to
the normal maintenance, the normal vehicle for Rescue 4 has been out-of-service for an extended
amount of time for collision repair.
The useful life of a vehicle is not determined by mileage only. Per the NFPA standard 1911
(Inspection, Maintenance, Testing, and Retirement of In-Service Emergency Vehicles), the useful
life of an EMS vehicle depends on many factors, including vehicle mileage and engine hours, quality
of the preventive maintenance program, quality of the driver training program, whether the fire
apparatus was used within the design parameters, whether the apparatus was manufactured on a
custom or commercial chassis, quality of workmanship by the original manufacturer, quality of the
components used, and availability of replacement parts, to name a few. Within the region, the Los
Angeles County Fire Department currently replaces its rescue ambulances every six years, whereas
the City of Monterey Park replaces its rescue ambulances every nine years. In comparison, the City
of West Covina, Rescue 2 was put into service ten years ago.
To purchase a new 2017 Leader Ambulance, the Fire Department proposes to use the sales
quote provided by Leader Emergency Vehicles and by Acura Systems International Inc. and enter
into a sales agreement. The pricing coupled with immediate availability, and the ability to use grant
funds supports the Council waiving formal bidding procedures.
Ambulances are typically custom ordered and built. A buyer of a new ambulance must typically
await delivery for between 10 and 12 months. This vehicle, however, is available from Leader
Emergency Vehicles immediately because the company had a canceled order. Staff has been unable
to locate any comparable product that is immediately or close to immediately available.
In early 2018, the City was exploring the option of purchasing an identical vehicle through
“piggybacking” upon another contract that had been publicly and competitively bid by another
jurisdiction and awarded to the lowest bidder. At the time, that identical ambulance would have cost
$269,000 and required waiting 10 to 12 months for design and construction.
To waive the formal bidding procedures under Municipal Code 2-333(i), the City Council must “find
that it is in the public interest and necessity or that it is impractical to purchase … equipment in
compliance with the formal contract procedures set forth in this [Municipal Code] section [2-333].”
Given the cost savings along with a short time frame for delivery, the ability to use grant funds, and
the need to provide emergency transport for medical calls, staff recommends that the City Council
opt to waive the formal purchasing procedures of Sec. 2-333 and authorize the purchases.
OPTIONS:
The City Council has the following options:
1.Approve Staff’s recommendation;
2.Issue a Request for Proposal (RFP) for the new ambulance which will delay the deployment of
the ambulance up to 14 months for the RFP process and construction. This alternative may
lead to patient transportation problems if frontline and reserve ambulances experience
simultaneous maintenance issues and a new replacement ambulance has not yet been ordered;
or
3.Provide alternative direction.
Prepared by: Vincent Capelle, Assistant Chief
Additional Approval: Mike Hambel, Acting Fire Chief
Additional Approval: Scott E. Porter, City Attorney
Fiscal Impact
FISCAL IMPACT:
The proposed budget amendment will increase Vehicles and Mobile Equipment expenditures
(Account No. 110.3210.7170) but will be offset from revenue from Assembly Bill 74 (Account No.
110.32.4521). AB 74 included a $300,000 grant to the City of West Covina for public safety
enhancements (Sec 5227-107-0001). There is no fiscal impact to the City’s General Fund.
Available Fund Account No.Amount
Vehicles & Mobile Equipment Expenditures 110.32.3210.7170 $208,939.94
Total Amount $208,939.94
Attachments
Attachment No. 1 - Resolution No. 2019-41
Exhibit A - Budget Amendment No. 001
Attachment No. 2 - Sales Quote from Leader Emergency Vehicles
Attachment No. 3 - Sales Quote from Acura Systems International Inc.
CITY COUNCIL GOALS & OBJECTIVES: Enhance Public Safety