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Home My WebLink AboutStaff Report 2408-3343CITY OF PALO ALTO CITY COUNCIL Special Meeting Monday, March 03, 2025 Council Chambers & Hybrid 5:30 PM Agenda Item 6.Approval of a Purchase Order with Professional Sales and Service, L.C. in the Not-to- Exceed Amount of $429,213, Including an Approximate 5% Contingency in the Amount of $20,439 for Unforeseen Price Increases, for the Purchase of a 2024 Chevrolet G4500 Type III Ambulance Utilizing a Cooperative Purchase Agreement, Funded by Capital Improvement Program Project VR-23000; CEQA Status – Not a Project Title Updated City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Public Works Meeting Date: March 3, 2025 Report #:2408-3343 TITLE Approval of a Purchase Order with Professional Sales and Service, L.C. in the Not-to-Exceed Amount of $429,213, Including an Approximate 5% Contingency in the Amount of $20,439 for Unforeseen Price Increases, for the Purchase of a 2024 Chevrolet G4500 Type III Ambulance Utilizing a Cooperative Purchase Agreement, Funded by Capital Improvement Program Project VR-23000; CEQA Status –Not a Project RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or their designee to execute a purchase order with Professional Sales and Service, L.C. in the Not-to-Exceed Amount of $429,213, including an approximate 5% contingency in the amount of $20,439 for unforeseen price increases, for the purchase of a 2024 Chevrolet G4500 Type III Ambulance utilizing cooperative purchase agreement number 122123 between REV Group, Inc. and Sourcewell, a cooperative purchasing agency serving government and not-for-profit organizations. BACKGROUND The Vehicle and Equipment Use, Maintenance, and Replacement policy section 4-1 provides for the on-going replacement of City fleet vehicles and equipment. Replacements are scheduled using guidelines based on age, mileage accumulation, and obsolescence. Policy 4-1 prescribes a replacement interval for ambulances of five years or 85,000 miles. The City’s ambulance fleet consists of six ambulances. The Fire Department operates three full- time ambulances at Fire Stations 1, 2, and 4 and supports them with three reserve ambulances at the same locations. This minimizes the downtime when a frontline ambulance needs repair or regular scheduled maintenance. It also allows the department to upstaff any of the three reserve ambulances for special events. The purchase of this gasoline-engine vehicle was initially approved by Council on November 28, 2022 under the Fiscal Year 2023 Scheduled Vehicle and Equipment Replacement Capital Improvement Program project VR-230001. Following additional internal discussion regarding the City's broader fleet electrification goals, staff postponed the purchase of this vehicle to allow time for additional research into the feasibility, availability, and performance of electric- powered ambulances. ANALYSIS 1 City Council, November 28, 2022; Agenda Item #7; SR#14702, https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/public-services/fleet/staff-report-14702.pdf Procurement Process Section 2.30.360 (j) of the Palo Alto Municipal Code allows the use of cooperative purchasing agreements in lieu of conducting a competitive solicitation. Bids (quotes) for this purchase were obtained through Sourcewell (formerly known as the National Joint Powers Alliance), which is a cooperative purchasing agency serving government, higher education, K-12 education, not- for- profit, tribal government, and other public agencies. The City requested an updated quote from Professional Sales and Service, L.C. on October 30, 2024. The quote was received on October 30, 2024 (Attachment A). Staff recommends that Council approve the purchase order with Professional Sales and Service, L.C. (Attachment B) for the 2024 Chevy G4500 Type III ambulance described in this report via the cooperative purchase agreement with Sourcewell2. The purchase order version provided in Attachment B has been reduced for printing purposes and is not the full contract with all exhibits. FISCAL/RESOURCE IMPACT STAKEHOLDER ENGAGEMENT 2 Cooperative Purchase Agreement with Sourcewell and Professional Sales and Service, L.C.; https://www.cityofpaloalto.org/files/assets/public/v/1/public-works/public-services/contracts/rev-group-contract- 122123.pdf ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: PSS SHOWROOM 2701 Merced Avenue, El Monte, CA 91733 www.pro-sales.com 10/30/2024 Palo Alto Fire 250 Hamilton Avenue Palo Alto, CA 94301 To Whom It May Concern, Leader Emergency Vehicles in partnership with Professional Sales and Service, LC respectfully provides Palo Alto Fire with the following proposal. We look forward to helping you with your Ambulance needs today and in the future. We hereby propose and agree to furnish a new Custom Ambulance upon your acceptance of this proposal. ONE (1) 2024 LEADER ‘LE’ CUSTOM CONVERSION TYPE III ON A 2023 CHEVROLET G-4500 4x2 CHASSIS UNIT PRICE……………….…………………………………….……...……$373,665.00 STRYKER POWER LOAD……………………………………………………….……INCL STRYKER POWER PRO XT COT ………………………………………………….…INCL SALES TAX (9.125%)………..…..………………………………………..….$34,096.93 TIRE FEE ($1.75) PER TIRE..………………………………………………….…..$12.25 DELIVERY..………………………….…...……………………………...……..$1,000.00 TOTAL DELIVERED PRICE…………………….………$408,774.18 *Pricing in accordance to Sourcewell Contract #122123-RVG 2 PSS SHOWROOM 2701 Merced Avenue, El Monte, CA 91733 www.pro-sales.com Take a look at Leader and you will see why we are so well regarded in the ambulance industry and among the finest available anywhere. A Leader emergency vehicle is custom built right here in California to withstand the rigors of custom van service needs. Leader custom vans are tested and engineered to be incredibly structurally sound which provides the customers with a great working environment. A custom van built to a higher quality standard will provide reduced operating costs over the many years the vehicle is in service!! When it comes to quality, durability, customization, Leader continues to be at the forefront in the Ambulance manufacturing industry. PROPOSAL CONDITIONS F.O.B. POINT: Palo Alto, CA DELIVERY: Current standard lead time is 12-14 months. Final complete delivery schedule to be determined with Palo Alto Fire as build schedules permit. Please note all delivery times are quoted barring any delays due to strikes, availability of component parts (including chassis), or acts of God. SERVICE: Professional Sales & Service has been selling and servicing ambulances since 1975. We have factory-trained technicians and a large inventory of parts, so you know that in the unlikely event of a problem we are only a phone call away. Please see the included service information for details. Professional Sales & Service understand that local service and repair availability is of the utmost importance to Palo Alto Fire Department. Please be reassured that nearly every possible repair can be accomplished locally, which allows PSS to get your ambulances back into service as quickly as possible. WARRANTY: LEV’s Ambulances feature one of the most progressive, no-nonsense warranties around. LEV does not pro-rate their warranties so there are no surprises should you ever need it. PAYMENT TERMS: Payment due upon delivery and acceptance of vehicle by the Palo Alto Fire Department. 3 PSS SHOWROOM 2701 Merced Avenue, El Monte, CA 91733 www.pro-sales.com Unless accepted within Sixty (60) days from the above date, the right to withdraw this proposal is reserved. If there are any additions/deletions to our bid, please contact us for pricing details or credits. We are confident you will be completely satisfied with a quality Leader Ambulance and the service which PSS provides. Let us know what we can do to help you with your evaluation process. Respectfully Submitted, Kevin Oberthier, Northern CA Professional Sales & Service, LC Palo Alto Fire Department agrees to purchase the vehicle detailed in this proposal, from Leader Emergency Vehicles & Professional Sales and Service, L.C. and understands and agrees with the terms specified within these documents. _______________________________ ______________________________ ____________ Authorized by (Print name) Signed Date Please let us know if you have any questions regarding this proposal. We are happy to assist you in any way that we can.