Submitted By
Fire Chief Tom Ebsen
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Purchase Price Agreement with Alexis Fire Equipment Co. for the Purchase of an Ambulance in an amount not to exceed $211,860 and Authorizing its Execution
End
Overview
Overview
This action authorizes the purchase of a new ambulance to replace a nine-year old reserve ambulance. Per the Village’s Capital Improvement Program, ambulances are recommended for replacement every three years. The Village issued a Request for Proposal (RFP) and selected the lowest most responsible bidder.
Body
Staff Recommendation
Approve the purchase
Fiscal Impact
For the last three ambulance purchases the Fire Department utilized the lowest bidder awarded by a joint purchasing program of the Northwest Municipal League. This year that vendor’s price ($214,000) exceeded our FY 2015 budgeted amount of $175,000 in account # 3032-43900-851-570750, therefore the Fire Department went out to a competitive Request For Proposals. All of the submitted proposals exceeded the budgeted amount due to new emission controls and federally mandated ambulance features since our last purchase in 2013.
Four vendors responded in a price range of $178,000 to $205,000. The lowest bidder did not meet specifications. Therefore, the Fire Department recommends the purchase of an ambulance manufactured by American Emergency Vehicles (AEV), bid by Alexis, Inc. for $203,830. This ambulance as described meets all specifications and quality control issues.
The Village is also trading in a 2006 Wheel Coach Ambulance for $8,030. The net price for the new ambulance is $203,830.
Given the vehicle will not be delivered until 2016, the expense will not be spent in 2015 but rather re-appropriated in the FY 2016 budget process. The Village has the option to purchase the vehicle outright or lease over three years which will be determined through the budgeting process.
If a lease is the preferred method of financing, an agreement with a third party will come before the Village Board for approval at a later date.
Background
The Village has a fleet of three Fire Department ambulances. Two are in active service each day, and the oldest ambulance is ready for service in reserve. Under the Village’s current Capital Improvement Program for Fleet Replacement, every three years a new ambulance is recommended for purchase and the reserve ambulance is replaced. The ambulances are the most heavily used fire apparatus responding to 3,900 calls in 2014.
Alternatives
The Village Board could delay the replacement.
Previous Board Action
N/A.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
If a lease is the preferred method of financing, an agreement with a third party will come before the Village Board for approval at a later date.
Intergovernmental Cooperation Opportunities
As noted in the Background, the Village did check with the Northwest Municipal Conference joint purchasing program prior to issuing an RFP. The Northwest Municipal Conference is a regional council of governments consisting of 44 municipalities and 1 township in Cook, DuPage, Kane, Lake and McHenry counties. However the price from the Northwest Municipal Conference was higher than the funds allocated for this purchase in the 2014 Fleet Replacement Program budget.
Performance Management (MAP) Alignment
N/A.