Submitted By
Fire Chief Tom Ebsen
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Purchase Price Agreement with American Response Vehicles Inc. for the Purchase of an Ambulance in an Amount Not to Exceed $283,004 and Authorizing its Execution
End
Overview
Overview
This action authorizes the purchase of a new ambulance per the Village’s Capital Improvement Program. Ambulances are recommended for replacement every three years, with the oldest unit being placed in reserve. The Village issued a Request for Proposals (RFP) and two vendors submitted bids. The recommended vendor’s bid was $4,500 more than the other vendor, but meets specifications that the other vendor could not. The 2020 CIP budget allocated $295,000 for the purchase of a new ambulance.
Body
Staff Recommendation
Approve the Resolution
Fiscal Impact
The Fire Department issued a Request For Proposals (RFP) for this purchase. Two vendors responded in a price range of $278,425 to $283,004.
• American Response Vehicles Inc., representing AEV ambulances, $283,004
• Fire Service Inc., representing Wheeled Coach ambulances, $278,425
The lowest bidder did not meet specifications. Therefore, the Fire Department recommends the purchase of an AEV ambulance manufactured by American Response Vehicles Inc. for $291,504, less $8,500 for the trade-in of the Village’s 2009 wheeled coach ambulance. This ambulance as described meets all specifications and quality control issues.
Background
The Village has a fleet of four Fire Department ambulances. In the recent past we had a fleet of three; two were in active service each day, and the oldest ambulance was ready for service in reserve. Due to a consistent trend of increasing ambulance calls for service, when we purchased our last ambulance two years ago we kept the oldest ambulance with the plan of running three ambulances when manpower allowed. When the COVID-19 crisis developed, we instituted running three ambulances daily to allow for the decontamination time involved and to keep two ambulances in service at all times. We foresee continuing that operational plan well into 2021. Under the Village’s FY 20 Capital Improvement Program for Fleet Replacement this oldest ambulance (2009) is due for replacement. Ambulances are the most heavily used fire apparatus responding to 4,500 calls in 2019.
The AEV ambulance is the same manufacturer as our last two ambulances purchased in 2015 & 2018. The AEV ambulance has demonstrated superior quality, reliability, and excellent warranty service. Those ambulances have also received high recommendations by both the crews that operate it, and by Fleet Services which performs the maintenance. Having a third AEV unit will also provide training and operational advantages for our crews using it, and for Fleet Services.
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
Performance Management (MAP) Alignment
N/A.