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HomeMy WebLinkAboutRefurbish-Remount PD Medic Unit 267 - Mesa View Fires Station 67 CITY OF PALM DESERT OFFICE OF THE CITY MANAGER STAFF REPORT REQUEST: APPROVAL OF A REQUEST TO UTILIZE FRAZER, LTD. (HOUSTON, TX) TO REFURBISH AND REMOUNT PALM DESERT MEDIC UNIT NO. 267 IN AN AMOUNT NOT TO EXCEED $119,000. SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: September 25, 2014 CONTENTS: Fire Department Memorandum (dated 09/16/14) Fire Department Sole Source �etter(dated 09/16/14) Frazer Quote #8426F (09/03/14) Recommendation By minute motion: 1. Approve the refurbishing and remounting of Palm Desert Medic Unit. No. 267 by Frazer, Ltd. (Houston, TX), as a sole source vendor, in an amount not to exceed $119,000. 2. Appropriate $119,000 from the Unobligated Equipment Replacement Fund to Account No. 530-4195-415-4030 for the refurbishing and remounting of Palm Desert Medic Unit. No. 267 by Frazer, Ltd. (Houston, TX).. 3. Approve out-of-state travel for one Fire Department representative to travel to Houston, TX, to inspect and take possession of refurbished Medic Unit No. 267. Commission Recommendation The Palm Desert Public Safety Commission will not meet until October 2014. Staff will inform them on the City Council's action in regard to this matter. Backaround Palm Desert Medic Unit No. 267 is currently in service as a reserve line paramedic ambulance with its primary response area being the southern portion of the City of Palm Desert. This unit is based out of Palm Desert Fire Station No. 67 (Mesa View Fire Station). The Fire Department is recommending Medic No. 267 be refurbished based on mileage and wear. The City Council approved this refurbishment as part of the FY 2014/15 Fire Department Budget. The work will involve refurbishing of the patient compartment and remounting it on a new Dodge Ram 4500 series high efficiency diesel chassis. This refurbished unit will go into service as Medic 7� and the existing Medic 71 will become the new reserve unit (M267). Based on the number of total medic units the City owns, the Fire Department expects to have one unit refurbished every fiscal year. Please note that all the City's medic units are Frazer ambulances, with the exception of one vehicle. Per the Fire Department, a Frazer ambulance can be refurbished, in lieu of purchasing new, for the life of the patient compartments (20 years on average). Staff Report: Medic Unit No. 67 Refurbishment September 25, 2014 Page 2 of 2 The Fire Department indicated that the following schedule below is the likely scenario for the refurbishment or new purchases of the City's medic unit fleet through FY 2018/19. As noted below, the average unit is refurbished approximately every 6-7 years. UNIT YEAR FISCAL YEAR PURCHASE ACTION M33 (front line) 2012 2017/2018 REFURBISH M67 (front line) 2005 2013/2014 REFURBISH M71 (front line) 2010 2016/2017 REFURBISH M255 (front line) 2012 2018/2019 REFURBISH M271 (reserve) 1997 2015/2016 PURCHASE NEW M267 (reserve� 2002 2014/2015 REFURBISH M233 (reserve) 2005 2015/2016 REFURBISH Fiscal Analvsis Approval of staff's recommendation will result in an estimated not to exceed $119,000 appropriation from the Unobligated Equipment Replacement Fund. The cost to refurbish/remount Medic Unit No. 267 from Frazer is approximately $35,000 less than purchasing a new ambulance unit and is broken down as follows: Item Cost 2015 Dodge Ram 4504 6.7 Diesel 84"Chassis $44,500 Air Suspension $7,500 Heat Shielding for Diesel Chassis $1,500 Module Remounting $14,000 Optional ltems $40,900 Credit(Display Ambulance at 2014 FireHouse Expo in Sand Diego) ($2,000) Credit(Trade-in chassis credit) ($2,000) Estimated Taxes (8% for materials)* $8,352 Fire Personnel's Transport Casts to Houston $2,010 Transport of Vehicle to Houston $4,000 ESTIMATED COST $118,762 "`The City will ship two medic units back to Houston as Medic Unit 255 was recently damaged and needs to be repaired. It will be pai from insur�ce proceeds, less our deductible. Submitted B : � CITYCOUNCIL�A.C�TION APPROVED DFNiF.D � ____ OTHER Stephe Y. A an, Risk Manag�r MEETING DA ' ��' Review Y� �j� AYES:` � �(�)� l��_ C��! G� � � NOES: ' , ��e Paul S. Gibson, Director of Finance/City Treasurlg�BSTAIN: VERIFIED BY: � Approval: Original on File with City C k's Uffice � --l. C/7h� John . Wohlmuth, City Manager ��� CITY OF PALM DESERT � � FINANCE DEPARTMENT INTEROFFICE MEMORANDUM TO: JOHN WOHLMUTH, CITY MANAGER FROM: SCOTT VISYAK, EMS COORDINATOR DATE: September 16, 2014 SUBJECT: FY 14/15 BUDGET REQUEST AMBULANCE EQUIPMENT: REFURBISH AND REMOUNT RESERVE MEDIC UNIT 267 TO REPLACE MEDIC 71 Proposal: Refurbish Reserve Medic 267 existing ambulance patient compartment/build-up and remount on new 2015 Dodge 4500 clean diesel cab/chassis. Backqround: Reserve medic unit 267 is one of three reserve medic units for the city of Palm Desert. This unit is a 2003 Ford F350 with a Frazer ambulance buiid as per the county fire department standard for ambulances. Medic 267 is 11 years old, has a total of 156,476 miles and an average maintenance repair cost of$8,483.00 over the previous three years. Once medic 267 is refurbished, it will replace medic 71 at the Portola & Country Club station to operate as the front line paramedic ambulance for the north area of Palm Desert. Medic 71 is currently in service as a front line paramedic ambulance with its primary response area being the north area of the city and is stationed out of station 71. Medic 71 is a 2009 Ford F450 with a Frazer Ambulance buildup. This unit has a total of 62,687 miles with 6998 hours on the power plant and will be placed into reserve status for the city as Medic 267. Previously when an ambulance was in need of replacement, we would purchase an entire new unit. While the mechanical components of the cab were in need of replacement, the ambulance box or patient area is usually in good shape. Over the past few years, the city has purchased several Frazer Ambulances. C:\USERS\SARYANWPPDATA\LOCAL\MICROSOFTIWINDOWS\TEMPORARY INTERNET FILES\CONTENT.OUTLOOIQOQFEY8FVIWHITE PAPER 14'M267.DOC These self-contained units provide the ability to remount the existing ambulance box on a new chassis. The ambulance box is refurbished as needed (new floor, cabinets, latches, ect.) then remounted. This amounts to a savings of $35,000 over the cost of replacing with an entire new ambulance. Once the ambulance is delivered to Frazer Ambulance in Houston Texas, turnaround time will be 30-45 days. Recommendation: Refurbish the existing patient compartment buildup and remount on a new Dodge Ram 4500 high efficiency diesel chassis. Fiscal impact: Refurbish and remount Medic 267: $122,000.00 Submitted by: Reviewed and Concur: Scott �syak Bill Hunley Captain/Paramedic Fire Chief EMS Coordinator C:\USERSISARYANWPPDATA\LOCALWIICROSOFTIWINDOWS\TEMPORARY INTERNET FILESICONTENT.OUTLOOIC�OQFEY8FV�WHITE PAPER 14'M267.DOC OUT-OF-STATE TRAVEL JUSTIFICATION HOUSTON,TX. DECEMBER 15 - 19, 2014 PURPOSE OF TRAVEL Fire Captain-Paramedic (FC/P) Scott Visyak will be traveling to Houston, TX to participate in an inspection/acceptance of a new ambulance at the manufacturer Frazer LTD in Houston, TX. FC/P Visyak will be doing the final inspection and acceptance of the ambulance for the City of Palm Desert as required under the local government cooperative agreement with the Riverside County Fire Department (RCFD). BENEFIT TO THE STATE CAL-FIRE is required to participate in the inspections and acceptance of emergency apparatus under its local government cooperative agreements. This inspection is to ensure that the ambulance has been built to RCFD specifications and that it is acceptable as per the fire department conditions of agreement for the build. FC/P Visyak will be driving the vehicle back to the City of Palm Desert as a cost saving measure to the city of Palm Desert. CONSEQUENCES OF NOT ATTENDING Failure to participate in the inspection/acceptance could jeopardize the purchase for the new fire apparatus. Additionally, failing to conduct the final inspection of the apparatus may result in an improperly manufactured apparatus within the County inventory. Lastly failing to conduct and pass the contractually scheduled inspection could result in an avoidable/preventable negative financial impact to the City of Palm Desert, as well as CAL-FIRE would be in violation of its local government cooperative agreement with Riverside County. R�/ER�iDE CO�t�t'T1t FiRE DEP�I�TMENT IN COOPERATION WITH THE CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION John R. Hawkins � Fire Chief 210 West San Jacinto Avenue -Perris, CA 92570 (951)940-6900 -www.rvcfire.org ROUDLY SERVING THE NINCORPORATED AREAS F RNERSIDE COUMY No TME cmEs o�: Date: September 16, 2014 ANNING To: Stephen Aryan City of Palm Desert EAUMONT ALIMESA From: Captain Scott Visyak ANYON LAKE Riverside County Fire OACHE�LA Re: Sole Source Purchase Justification-Ambulance ESERT HOT SPRINGS ASTVALE 1DIAN WELLS The Fire Department is recommending the sole source purchase of a specified ,o�o ambulance from Frazer Ltd, Houston Texas. The following justifications are provided in support of this purchase. JRUPA VALLEY AKE EISINORE • Only known manufacturer of this product: A QUINTA IENIFEE Based on extensive research, Frazer is the only manufacturer of an ambulance that has a generator powered patient care module. In this design, all electrical for lighting, IORENO VALLEY air-conditioning, on-board medical equipment, as well as all sirens and warning lights oRco are powered by a separate on-board generator. In other traditional ambulances, power ALM DESERT is derived from the engine-driven alternator. This is often inadequate, and has proven to be unreliable, and prone to breakdown-especially in our desert climate. ERRIS Additionally, these units have a separate heavy duty RV-style air conditioning ANCHO MIRAGE module which has proven effective in our desert heat. The ability to connect these ue�ooux cs� units to a shore line while in quarters allows us to respond with a pre-cooled unit AN JACINTO which is important for the medications and fluids we carry. EMECULA • Compatibility to existing ambulance fleet: /ILDOMAR The cities of Palm Desert, Rancho Mirage, Indian Wells and Indio have been OARD OF purchasing Frazer ambulances since 1999. Currently there are 16 ambulances in the uPERvisoRs: fleet, of which 14 are Frazer ambulances. Standardi�ation provides operational OB BUSTER benefits in the form of common layout, uniform storage of supplies and ease of use by DISTRICT 1 Paramedics under stressful situations. Maintenance issues are improved via a JHN TAVAGLIONE standardization of parts, allowing a ready inventory of spares. Familiarity of systems DISTRICT 2 and equipment also produces a reduction in repair time by mechanics. =FF STONE DisrRiCT 3 . Cost savings: �HN BENOfT DISTRICT 4 The purchase of the Frazer Type I ambulance aids in future savings to the partner IARION ASHLEY cities, as these ambulances are designed for the patient compartment to be refurbished DisrR�CT 5 and remounted on a new chassis as replacement cycles are reached. Once the unit has become worn out, the deparhnent will only need to remount the patient compartment instead of replacing the entire ambulance,therefore reducing the ambulance replacement by approximately 33%, while producing a product that is essentially new. This is done by the replacement of the cab/chassis with a brand new one, and thc removal and complete refurbishment of the patient care comparhnent. • Consequences of not securing this specific item: A. The loss of generator powered, commercial air conditioning units as part of the integrated ambulance specification. B. The inability to remount the ambulance box on a new chassis in the future. C. Possible increase in repair costs. D. Possible increase in out of service time for repairs. E. The lack of a standard for ambulances within the department. In summary, the desert climate we operate in is unique compared with many areas of the United States. The harsh summer weather puts an incredible burden on air conditioning and electrical systems of ambulances. The proper functioning of the ambulance in general, and these systems specifically are critical to our emergency response, care and treatment of our residents. Through our extensive history and use, the Frazer Units have been determined to meet our needs and provide reliable service. We recommend the continued sole source purchase of these vehicles. Respectfully Submitted, John R. Hawkins County Fire Chief By: Scott Visyak Fire Captain iM A�AB�1 raler �`,�,��`. Innovating since 1956 September 3, 2014 Scott Visyak City of Palm Desert Fire Department Email: scott.visyak@fire.ca.gov Quote#8426F Mr. Visyak, Per your request we are quoting remounting and refurbishing your Frazer Type I 12' Generator Powered Module, E-1159, onto a Dodge Ram 4500 chassis with an air suspension system. For your convenience all pricing has been itemized below. 2015 llodge Ram 4500 6.7L diesel 84" CA chassis (order red and with red webbing seat belts) w/ aluminum wheels $ 44,500.00 Granning air suspension w/rear sway bar $ 7,500.00 Heat shielding for diesel chassis $ I,SUO.UU Remount of module (see below) $ 14,UU0.00 Optional items (see below) $ 40,900.OU Credit for showing unit at 2015 Firehouse World Expo - $ (2,UUU.UU) Trade-in credit for chassis from E-1159 - $ (2,(�0.00) Subtotal $ 1U4,400.00 Tax C� 8clo $ 8,352.00 Total $ 112,752.00 Remount of module includes: a) New black grille guard with (4) Whelen M4 series grille & intersect LEDs and (2) Federal Signal AS124 speakers b) New console with new Whelen 295SLSA1 siren c) Inspect all generator cabling,replace as needed d) New boot plate and boot e) New mounting rubber � Rewire tail lights g) New under hood breakers h) Electrical check-out i) Add insulation to side and rear entry doors j) Replace entry door windows with double pane windows k) New weatherstripping and rivets for compartment and entry doors 1) Replace all non-skid material on threshold(s) m) Make old chassis road ready Ontional items included in above total: Strip,prime, and repaint 12' module Dodge red to match chassis with white roof(only very top of roof is white),replace LED marker lights,replace all compartment latches with new Cleveland standard (J236 keying on all),replace doors w/ new style insulated doors,replace windows w/ new double panel insulated style if needed,replace J channel drip rails $ 6,SUO.UO Repaint all interior cabinets $ 1,500.00 Replace license plate light $ 50.00 Replace 30 amp shore power receptacle (new twist lock style) $ 150.00 Replace rear entry door grabbers $ 50.00 Replace panels at front corners and wheel wells w/treadbrite $ 400.40 Replace rear lower b/t/t halogen lights w/ (2)4" round red LEDs and (2) 4" round LED back-up lights and replace rear treadbrite corner panels $ 875.00 (1) extra Whelen M4 series red steady burn LED on grille guard (off primary) $ 200.00 Replace compartment door, add new tank and fuel pump $ 450.00 Replace compartment light in 02 Compartment with LED rope lighting $ 250.00 Replace compartment light in Radio Compartment with LED rope lighting $ 250.00 Replace compartment light in Rear Storage Compartment with LED rope lighting $ 250.00 Replace compartment light in Front I/O Compartment with LED rope lighting $ 250.OU Replace compartment light in Long lower storage with LED rope lighting $ 250.00 New vents in laydown 02 compartment door and rear storage compartment $ N/C Replace floor with new Alucabond subfloor and new Lonseal vinyl floor,replace wood 02 box w/powder coated aluminum box,replace thresholds w/ new non-skid tape on top,do not install cot plates $ 3,400.00 Lonseal Lonplate II "gun metal" flooring in lieu of standard (color#424) (ID#17308) $ 250.00 175-3 single position cot mount and cot hook for Stryker Power-PRO (no cot plates) $ N/C Replace all cabinet doors w/ polycarbonate scratch resistant doors $ 650.00 Replace all countertop surfaces w/ powder coated aluminum (DISCARD) $ 750.00 Replace canvas pouch aft of CPR seat w/ large acrylic holder(DISCARD) $ 25U.00 Replace canvas pouch at end of action wall cabinet w/ small acrylic holder $ 175.00 Calsak acrylic holder above the squad bench $ 475.UU Replace interior fluorescent ceiling lights with (8) Crote LEDs (discard removed lights) $ 3,UUO.UU Arm rests on the console $ 20U.U0 Remove and reinstall (2) large map holders at rear of console $ SU.UU Dual aluminum cup holder off the back of the console attached to the rear map holder $ 125.UU Remove and reinstall docking station onto the MDC plate centered towards the front— the tiltl swivel adapter will be mounted directly to the MDC plate (ship removed pole loose) $ SU.00 Remove and reinstall Lind power supply on inside of console towards front w/ ON/OFF switch on console,wire battery hot(this is for the MDC) Label this switch "MDC" $ 100.00 4 position console layout; extended MDC plate w/customer provided swivel mounted in upper right portion w/fuel gauge —Single switch panel —radio—295SLSA 1 Siren with low pressure warning LED in plate on D/S and WIFT switch on P/S label this "4.9 WiFi" $ Incl. Remove and reinstall 3M Opticom to come ON with Primary and Drive,and OFF with Park $ N/C Remove and reinstall your remote radio head at console and remove and reinstall speaker on front of console $ 3UU.W Remove and reinstall GPS antenna (small round puck) on chassis roof—terminate to MDC on console $ 50.00 Remove and reinstall radio antenna from chassis roof to module roof $ SU.UU Wigwag headlight flasher with ON/OFF switch on console— wire to disable w/ marker lights $ 225.00 ArcRite running boards $ 850.OU Furnish and install ignition kill switch for shore power $ 225.00 Weigh unit and provide weight slip $ N/C Modify long lower storage compartment with pan insert, new inner door panel, and door hold open shock $ 250.00 Replace side en[ry door hold-open spring w/gas shock & new head knocker $ 25U.UU Remove nutserts on electrical compartment door,passenger's side entry door& rear,and fill in holes prior to paint $ SOU.UU Replace (8) Whelen 600 series corner box lights w/ (8) Whelen M6 series red LEDs & chrome adapter ftanges $ 1,800.00 Replace (5) Whelen 600 series LEDs on front wall w/ (5) Whelen M6 series LEDs & chrome adapter flanges (R-R-C-R-R) $ 1,125.00 Replace (3) Whelen 600 series LEDs on rear wall w/ (3) Whelen M6 series LEDs & chrome adapter flanges (A-A-A) $ 675.00 Replace (2) Whelen 600 series upper b/t/t LEDs w/ (2) Whelen M6 series b/t/t LEDs $ 350.00 Replace (2) 5081oad lights w/ (2) Whelen M6 series load lights w/chrome converter flanges on rear of module $ 700.00 Replace side scene lights on driver and passenger side of module with FRC Spectra 900 Series LED scene lights w/ (2) switches on console - Add plate over existing scene light hole $ 1,450.00 Furntsh and install new Wise Captains chair with child safety seat and new swivel $ 1,200.00 Furnish and install new Wise corner trim $ 300.00 New squad bench stainless steel wrapper w/ hole for trash can in top $ 650.00 Replace lower driver's side wall w/ stainless steel $ 750.00 Replace singte CPR seat with aluminum box and stainless steel cover $ b50.00 Replace all existing seat belts at CPR seat, squad bench and captain's chair with red webbing (ID#25822) $ 300.00 Replace entire rear bumper (discard removed bumper) $ 900.00 Replace lasco on ceiling and walls (12' box) $ 1,900.00 Add stainless pieces to the face edges of the front I/O cabinet including the lip at the bottom of the front I/O $ 150.00 Add stainless insert to the inside of the front I/O below the shelf to cover the left side wall of the I/O cabinet $ 150.OU Remove WiFi equipment from behind seat in driver's cab and relocate the equipment to the electrical compartment $ 275.00 Remove WiFi antenna from chassis roof to top of module and terminate in electrical compartment $ SU.UO Replace power supply with new Lambda power supply — Ship old loose $ 1,350.00 Remove drug box below front wall cabinet, (discard) $ N/C Remove radio head from below action wall cabinet and reinstall below front wall cabinet in where drug cabinet was located,run existing wiring to new location, mount mic on 02 compartment wall $ 250.00 Upgrade suction at action wall to new style self contained Impact suction $ 65U.00 Relocate switches from position #2 of action wall to position #3 of action wall $ 25.00 Remove dual 02 outlet at action wall and replace with single 02 outlet,with new powder coated plate $ 150.00 Leave A/C thermostat in existing location $ N/C Remove quad outlet at action wall and move aft toward CPR seat (position#7) $ N/C Remove three wire baskets from wall inside module (ship loose) $ N/C Furnish and install stainless steel threshold on rear storage compartment insert $ 75.00 Reconfigure front I/O; lower shelf 3" furnish and install powder coated plate to make top area outside access only—remove existing lip on floor and add new 3"tall lip $ 250.00 Relocate 12UV duplex outlet to be below shelf in front I/O $ N/C Relocate fire extinguisher to be on face edge of laydown 02 box toward the I/O $ N/C Add magnets to existing seat and back cushions $ 9UU.00 45U hr preventive maintenance on generator—Please make sure Onan is clean before coming to Frazer $ Incl. Whelen TIR3 light w/ audible alarm (different tone than Onan warning) for compartment door open alarm—LED located on driver's side of console $ 275.00 Optional item for vour consideration (not included in above total) Liquid spring suspension $ 9,500.00 Thank you for the opportunity to quote this job. If you have any questions please call me at 888-372- 9371. Please make your purchase order out to llallas Dcxlge Chrysler Jeep (1150 LBJ Freeway, Dallas, TX 75238). Please email a copy of your purchase order and this quote to Tim Middlebrooks with Dallas Dodge Chrysler Jeep at tmiddlebrooksCa?kag-1.net and to Adam Fischer at sales@frazerbilt.com. Ylease note,payment is due upon delivery and acceptance of completed module Best Regards, �1...,.. Laura Richardson Frazer, Ltd. LGR:AF PALM DESERT AMBULANCE REMOUNT COST ESTIMATE E-1159 / QUOTE #8426F 2015 Dodge Ram 4500 Diesel chassis 44,500.00 Air suspension 7,500.00 Heat shielding for diesel chassis 1,500.00 Remount of module 14,000.00 Optional items 40,900.00 $108,400.00 credit FireHouse Expo San Diego 2014 $2,000.00 Trade in credit for 2007 F350 chasis $2,000.00 Estimated CA. taxes @ 8%on materials 8,352.00 Transport to Houston,TX. 1,450.00 Fire dept. personnel cost to deliver to CA. 1,100.00 TOTAL ESTIMATED COST = $115,302.00 Per Diem Expences Houston,TX. December 15 - 19, 2014 Day 1 Per Deim 1st day= 53.25 Air Fare, Ontario to Houston = 283.00 Lodging= 118.00 Hampton Inn, 15831 John F. Kennedy, Houston, TX. 77032 (281)442-4600 Lunch = 16.00 Dinner= 36.00 Incidentals= 5.00 Day 2 Per Diem = 66.00 Breakfast= 11.00 Lunch = 16.00 Dinner= 34.00 Lodging= 110.00 Residence Inn, San Antonio,TX. 78205 (210)212-5555 Incidentals= 5.00 Day 3 Per Diem = 56.00 Breakfast= 9.00 Lunch = 13.00 Dinner= 29.00 Lodging= 88.00 Springhill Suites, 1611 Hickory Loop, Los Cruces, NM. 88005 (575)541-8887 Incidentals= 5.00 Oay 4 Per Diem = 71.00 Breakfast= 12.00 Lunch = 18.00 Dinner= 36.00 Lodging= 106.00 Hilton Garden Inn, 11460 W. Hilton,Avondale,AZ. 85323 (623)882-3351 Incidentals= 5.00 Day S Per Diem last day= 53.25 Breakfast= 12.00 Lunch = 18.00 TOTAL EXPENCES=$1,004.50 Aryan. Steve From: �A2B Transporting� <mdg@a2btransporting.com> Sent: Saturday, August 23, 2014 12:19 AM To: Visyak, Scott@CALFIRE Subject: Quote#39081-IO****'`5 Star Rated Transport***** �x Hello Scott, The quote to ship your Operable 2004 Ford F-350 on an Open carrier from Indio, CA to Houston, TX is $1,450. 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