HomeMy WebLinkAbout09. 16-227MAY 10, 2016 16-227 RESOLUTION
(CARRIED___7-0____LOST________LAID OVER________WITHDRAWN________)
PURPOSE: AWARD BID TO JEFFERSON FIRE & SAFETY INC. FOR THREE (3)
AMBULANCES FOR THE FIRE DEPARTMENT ($583,350.00)
INITIATED BY: PURCHASING DEPARTMENT
WHEREAS, the Fire Department has determined a need to purchase three (3) new
ambulances; and
WHEREAS, the City of Oshkosh has heretofore advertised for bids for the purchase
of the ambulances; and
WHEREAS, upon the opening and tabulation of bids, it appears that the following is
the most advantageous bid:
JEFFERSON FIRE & SAFETY, INC.
Life Line Emergency Vehicles
7617 Donna Drive
Middleton WI 53562
Total Bid: $583,350.00
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of
Oshkosh that the said bid is hereby accepted and the proper City officials are hereby
authorized and directed to enter into an appropriate agreement for the purpose of same, all
according to plans, specifications, and bid on file. Money for this purpose is hereby
appropriated from:
Acct. No. 323-0230-7210-06630 Equipment Fund – Motor Vehicle
CITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh, 5 Wisconsin 903 1130 City of Oshkosh
-0—
OJHKOIH
TO: Honorable Mayor and Members of the Common Council
FROM: Jon G. Urben, General Services Manager
DATE: April 25, 2016
RE: Award Bid to Jefferson Fire & Safety Inc. for three (3) ambulances for Fire
Department ($583,350).
BACKGROUND
The Common Council approved $610,000 in the 2016 Major Equipment CIP to replace three of
the oldest ambulances in the Fire Department's nine unit fleet. The three ambulances being
replaced are from the 2004 and 2005 model year and all three units have exceeded the life
expectancy standards of serving four years in front line status followed by six years of reserve
status. These three units all have well over 100,000 miles and have no trade -in value. As such
they will either be sold at auction or for parts after the new units are incorporated into the fleet.
ANALYSIS
Fire Department staff reviewed various ambulance specifications in consideration of this bid
including requirements for the chassis, modular body interior /exterior construction,
compartments, hardware, surface finishes, safety features, electronics /wiring/technology, seating,
paint/signage, emergency warning systems, heating and air conditioning, warranties and more.
Working in conjunction with Fire Department staff, Purchasing then reviewed and prepared the
bid specifications for these units. Bids were posted March 18, 2016. The bids were opened on
April 8, 2016. Six bids were received and the bid tab is attached. In evaluating the bids it was
determined that because of complexity of the bid specifications, none of the bidders strictly met
all requirements. The bid review confirmed that while all bidders provided pricing for 2016
chassis, only three of the bidders could actually provide 2016 chassis in their inventory or with
Ford delivery tickets that would ensure a faster production/delivery of the ambulances by this fall.
The remaining three bidders indicated they could provide 2017 chassis for their bid price,
however doing so would result in an additional estimated 3 -4 months delay waiting for the
chassis delivery from Ford. This additional delay would result in an anticipated spring, 2017
delivery timeframe for any bids that could only provide 2017 chassis.
City staff conducted a full review of the low bid. The review concluded the initial low bid did not
meet three of the more critical bid requirements - providing a lifetime structural body warranty,
adequate compartment space and adequate HVAC /ventilation systems. All other manufacturers
met the bid specification for a lifetime warranty for the structural body, which is an important
consideration for the Fire Department. For these reasons the low bid was removed from
consideration for this bid. Staff then conducted a full review on the next lowest bid (Jefferson
Fire & Safety Inc.) for a Life Line ambulance. The review concluded Jefferson's bid met all of
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the more critical bid requirements and included components that exceed the original bid
specifications. Areas that exceeded the bid specifications included enhanced construction of the
ceiling mounted safety handles, improved door construction materials, higher quality exterior
compartment lighting and better compartment door latches, all of which improve the safety
features of the ambulance. While the Jefferson bid did not include the roof sheet thickness of the
.125" specification, their construction method of the roof system substructure allows for the
decreased thickness while maintaining structural integrity. In addition, Jefferson's bid guaranteed
availability of 2016 chassis to ensure delivery of the three ambulances by this fall.
As they have the lowest responsible and responsive bid meeting the critical requirements of this
bid, and as their bid guarantees 2016 chassis to ensure an expedited production/delivery
timeframe, and in consideration of both the Purchasing ordinance and the city's standard terms
and conditions allowing the waiving of any technicality in any bid /proposal as deemed to be in
the best interests of the city, it is the recommendation of the Fire Department and Purchasing that
the Common Council award this bid for three ambulances to Jefferson Fire & Safety Inc.
FISCAL EMPACT
Factoring multi - vehicle discounts the total fiscal impact of these three ambulances will be
$583,350. The Common Council allocated $610,000 in the 2016 Major Equipment CIP for these
ambulances. The ambulances would be charged to A/N #: 323 - 0230 - 7210 - 06630.
RECOMMENDATION
City staff recommends this bid for three ambulances be awarded to Jefferson Fire & Safety, Inc.,
7617 Donna Drive, Middleton, WI 53562 for $583,350.
Respectfully Submitted,
1z, k �
Approved:
Jon G. Urben, General Services Manger Mark A. Rohloff, City Manager
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