SAN RAFAEL CITY COUNCIL AGENDA REPORT. Prepared by: ~A/~-~~~ty Manager APprova;)]~ NADER MANSOURIAN (RL) File No

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1 Agenda Item No: _3=---=-k'-'.o Meeting Date: 5/7/202 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works //'/ ~ Prepared by: ~A/~-~~~ty Manager APprova;)]~ NADER MANSOURIAN (RL) File No SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING ARROW MANUFACTURING AS A SOLE SOURCE PROVIDER TO RETROFIT TWO FORD AMBULANCES WITH NEW CHASSIS AND TO PURCHASE ONE REFURBISHED OSAGE AMBULANCE. RECOMMENDATION: Adopt Resolution BACKGROUND: The Fire Department's highest vehicle priority is the replacement of two 2007 Ford ambulances (vehicles 2 & 40). Both have been mechanically unreliable since they were placed in service in May They have been in the shop, out of service and under warranty repair for nearly a full year since that time. Each 2007 Ford ambulance has failed while on emergency responses requiring the dispatch of a backup ambulance and increasing patient travel time to the hospital. Most recently (April 8), a Ford unit experienced a sudden loss of power on Highway 0 while transporting a patient to Marin General Hospital. Another ambulance was dispatched to transfer the patient, who fortunately did not require immediate emergency room intervention. Other Marin fire agencies (e.g., Marin County, Novato) have experienced similar failures with the same Ford chassis and power train. San Rafael's vehicle policy calls for ambulance replacement after 5 years; these units are therefore scheduled for replacement in May 203. The severe operational deficiencies the Fire Department has experienced with the Ford ambulances have necessitated this request to access current vehicle replacement funds to retrofit both units with a 202 Chevrolet diesel chassis. Doing so will address load requirements, reduce future maintenance costs and provide the additional benefit of maintenance standardization. The Chevrolet platform has been quite reliable: there are 3 Battalion Chief vehicles currently in service with the same chassis and FOR CITY CLERK ONLY File No.: Council Meeting: Disposition:

2 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 power train, each driven approximately 40,000 miles. They have been problem free and are highly dependable. Battalion Chief Jeff Buscher has identified a sole source dealer for the retrofits: Arrow Manufacturing of Rock Rapids Iowa. After extensive research he determined that Arrow Manufacturing is the only vendor willing to wananty (see attached) the retrofit of existing ambulance bodies on to a Chevrolet chassis with a diesel power train. The department's second ambulance priority is replacement of the 2004 International (vehicle # 8), once again utilizing Anow Manufacturing. This unit should have been replaced in Arrow has refurbished ambulances in stock, built on the same Chevrolet chassis we are recommending for the 2007 Ford vehicles, and would be able to provide an ambulance body that mirrors our current configuration. These transactions also present an opportunity to address the debate over fire apparatus color. Emergency lights and reflective striping have quelled the visibility and safety issue. The most compelling reason for red fire apparatus is the public's recognition of and association with fire emergency response vehicles. Due to the number of vehicles involved, the Fire Department recommends starting the transition to red colored apparatus. All 3 ambulances will anive with the same base color of white and the current yellow accents will be transitioned to reflective red stripes. FISCAL IMPACT: Vehicles 2 and 40 have a CUlTent Vehicle Replacement Fund balance of $263,000 ($3,500 each). Anow Manufacturing has submitted a formal bid to retrofit the 2 ambulances (see attached). The cost will be $74,669 per vehicle, a total of$49,338. The price includes shipping to and from Iowa and leaves a balance of $3,662 in the Vehicle Replacement Fund ($263,000 - $49,338 = $3,662). Anow Manufacturing has also submitted a formal bid of 9,550 to purchase a refurbished Chevrolet Osage Ambulance (see attached). We believe purchasing the remanufactured body and new chassis is the most efficient fiscal and operational strategy because it reduces cost and speeds delivery and boosts the Fire Department's failing fleet offord ambulances. $48,500 is available in the Vehicle Replacement Fund for the International ambulance. Total savings would be $38,950 ($48,500-9,550 = $38,950). Although the prices and funds described above meet current operational needs, it is impoliant to emphasize that payments into the Vehicle Replacement Fund would need to continue to accumulate adequate funds to replace all 3 ambulances at the 5 year mark (207). To summanze: Available in Vehicle 5-year FD Vehicle Re.Qlacement Retrofit/Purchase Re.Qlacement Re.Qlacement Unit Fund Cost Balance Cost Payments #8 $48,500 9,550 $38,950 $54,600 $5,560 #2 $3,500 $ 74,669 $56,83 $78,000 $2,69 #40 $3,500 $ 74,669 $56,83 $78,000 $2,69

3 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 OPTIONS: The City Council may choose not to approve the resolution but staff does not recommend this option. The mechanical deficiencies of the Ford ambulances have significantly impacted Fire Depatiment medical response operations. Staff feels strongly that the retrofits and financial transactions described herein will solve the Department's immediate ambulance deficiencies and will further identify sufficient funds for future ambulance purchases. ACTION REQUIRED: Staff recommends that the City Council adopt the resolution. Enclosures (2). Resolution 2. Arrow Manufacturing wananty, bids

4 RESOLUTION NO. RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL APPROVING ARROW MANUFACTURING AS A SOLE SOURCE PROVIDER TO RETROFIT TWO FORD AMBULANCES WITH NEW CHASSIS'S AND TO PURCHASE ONE REFURBISHED OSAGE AMBULANCE. WHEREAS, the Fire Department has determined that two (2) Ford ambulances currently in service are mechanically unreliable and therefore negatively impact. emergency medical response operations; and WHEREAS, The Fire Department further determined the need to replace an Intemational ambulance in service since 2004; and WHEREAS, the Fire Department has identified a single source (Arrow Manufacturing) for the retrofit the Ford ambulances with a mechanically reliable Chevrolet chassis and power train, and for the purchase of a refurbished ambulance using the same chassis and power train to replace the 2004 Intemational unit; and WHEREAS, Arrow Manufacturing will fully warranty the retrofit of the Ford ambulances and the purchase of the refurbished Chevrolet Osage ambulance; and WHEREAS, there are sufficient funds in the Vehicle Replacement Fund for the transactions described above; and WHEREAS, the Fire Department and Public Works have reviewed the specifications, pricing and time lines from Arrow Manufacturing and have detemlined that they offer financial value and immediate operational benefits. NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of San Rafael does hereby authorize the waiving of competitive bidding under San Rafael Municipal Code Section (D), and approves and authorizes the Public Works

5 Director to enter into a sole source agreement with AlTOW Manufacturing, in a form approved by the City Attorney, for the retrofit of two Ford ambulances with new chassis and for the purchase of one refurbished Osage ambulance, in an amount not to exceed $265,000. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 7th day of May, 202, by the following vote, to wit: AYES: NOES: ABSENT: COUNCILMEMBERS: COUNCILMEMBERS: COUNCILMEMBERS: ESTHER C. BEIRNE, City Clerk File No.:

6 "Specializing in Ambulance Remounts" WARRANTY CERTIFICATE The following are the Warranties offered by Arrow Manufacturing, Inc. Modular Structural Warranty shall be twenty (20) years from the date of delivery of vehicle. Warranty shall include material and workmanship. Ambulance Conversion Warranty shall be five (5) years from the date of delivery of the vehicle. Ambulance shall be free of substantial defects and shall include material and workmanship. Ambulance Electrical Wiring System Conversion Warranty shall be seven (7) years from date of delivery of the vehicle. Items not manufactured or installed by Arrow Manufacturing, Inc. shall be excluded and or otherwise covered under the warranty of the specific component Manufacturer. PPG Ambulance Paint Conversion Warranty shall be five (5) years from the date of delivery. Paint warranty shall cover any painting done by Arrow Manufacturing on the modular body and on the chassis. Corrosion is not included. 80 South East Street - P. O. Box 349 Rock Rapids, fa FAX

7 "Specializing in Ambulance Remounts" One () Year General Warranty from Date of Pick UplDelivery to the original retail purchaser to be free from defects in material and workmanship supplied or performed by Arrow Manufacturing under normal use and service. The following items are excluded by Arrow Manufacturing warranty. Chassis or items supplied by chassis manufacturer Tires, tire balancing, or wheel alignments General tightening, light bulbs or headlamp adjustments Separately manufactured items installed by Arrow including, but not limited to: batteries, sirens, battery chargers, inverters, lightbars and similar equipment. These are covered by warranties supplied by the manufacturer of the components. Arrow will facilitate the warranty and replacement of the defective component. Normal wear, abuse, accident, negligence or unapproved alteration of original parts. Should repairs become necessary under the terms of this warranty, the extent of that repair shall be determined solely by Arrow Manufacturing and shall be authorized prior to any work performed. Chassis Warranty shall be covered by the Chassis Manufacturer. 80 South East Street - P.O. Box 349 Rock Rapids, fa FAX

Quote for: San Rafael Fire Department Remount Customer's 2007 T3 Horton on 202 G4500 4x2 chassis good thru: // and pending chassis availability illy.000 2.000 3.000 4.000 5.000,6.000 7.000 8.000 9.

8 Quote for: San Rafael Fire Department Remount Customer's 2007 T3 Horton on 202 G4500 4x2 chassis good thru: // and pending chassis availability illy , Option Code Description CHASSIS.08 Supply new 202 GM G4500 (59"wb DRW) cutaway chassis for remount; 6.6L Duramax turbo diese.30 Fabricate and install custom metal front console with drink holders and map/binder storage.40 Install (2) new 00 amp siren drivers and cast through-the-bumper siren speakers (T3).58 Install Velvac heated/remote mirrors on chassis.602 Install new aluminum diamond plate running boards with punched holes.70 Install new 6" stainless steel wheel covers.985 Install black rubber floor mats BODY 2.00 Complete modular body structural integrity inspection 2.0 Remount body (T3-T3) (chassis model change) 2.32 Install separate fill provision for DPF fluid (urea) and plumb appropriately PAINT/STRIPING/LETTERING 3.20 Repaint front of modular body (T3-T3)(Ford-GM cab conversion) No additional paint work on body/chassis 3.50 Single Vinyl Stripe around perimeter of vehicle (cover existing yellow stripe with red) Reflective Vinyl PinStripe around perimeter of vehicle Chevron Reflective Striping applied to cover rear of ambulance around doors (red/yellow) 3.80 Customer to install lettering and decals on cab and body EXTERI0R ELECTRICAL 4.3 Re-Install customer's 700 series warning lights in front grille 4.23 Re-Install customer's 700 series intersection warning lights on front fenders INTERIOR ELECTRICAL 5.0 Replace/Update modular body with new electrical system 5.52 Replace front and rear switch panels with new (front to have digital gauges) 5.8 Front Switch Panel to have "Battery On" switch and "Module Disconnect" switch 5.20 Re-use existing siren head 5.90 Mount customer supplied radios - customer to have local provider do final instaliation/hook-up/appro\ HVACNENTILATION/OXYGENNACUUM 6.0 New Heat & AlC unit with hoses, fittings, and thermostat (T3) 6.50 Leak test oxygen system 6.80 Test suction pump for proper operation and inspect vacuum lines - replace as needed 6.90 Inspect patient compartment exhaust fan for proper operation and replace as needed OUTSIDE FINISH 7.02 Polish and re-use aluminum diamondplate rock guards, rub rails, etc Polish and re-install rear bumper Polish and re-install fenderettes 7.40 Adjust and lubricate all compartment and entry door latches & hardware - replace as necessary Install non-skid on all grip surfaces of exterior door latches INSIDE FINISH 8.62 Install new net at the head of the squad bench MISC 9.0 Clean entire truck inside and outside (Grade A) 9.09 Performance test entire vehicle and inspect with 00+ point checklist Chassis Trade-In Allowance (2007 E450 4x2) Chassis manufacturer rebate 9.80 Transportation (freight to and from Arrow via truck) 9.90 Transfer customer's license plates to new truck Quote FOB Rock Rapids, IA total price $42,879 $750 $950 $563 $526 $296 $37 $8,80 $450 $,760 $,200 $300 $2,400 $228 $228 $400 $56 $344 $,434 $36 $40 $40 $398 $588 $74 $620 $470, $590 -$400 -$5,000 $3,000 0/2/ 2:4 PM TOTALS $73,635 of

9 "Specializing in Ambulance Remounts" April 3, 202 San Rafael Fire Department 039 C Street San Rafael, CA 9490 Arrow Manufacturing Inc. hereby proposes to furnish to you, subject to your acceptance of this proposal the following vehicle and equipment in accordance with the attachments hereto: 7,900 -$2,500 N/C $2,400 N/C $,750 9,550 () New 20 Chevy Osage Gen2 Ambulance remounted and reconditioned with all associated new warranties per photos and specifications (discounted price) Municipal Customer Bid Assistance Rebate Customer specific lettering and striping to match fleet (red vs yellow stripe) Rear chevron striping around rear doors (red/yellow) Rear Squad Bench Safety Net Freight to San Rafael FD TOTAL FOB: Rock Rapids, IA Terms: (20%) deposit with receipt of signed proposal Remaining balance due before delivery NOTE: Prices do not include any taxes, title, license, registration and inspection fees unless specifically stated in the attachments hereto. Arrow Manufacturing Inc. reserves the right to withdraw or amend this proposal ifnot accepted within 4 days from the submission date below. Please sign and fax back a copy of this proposal if you are in agreement with these terms. Respectfully Submitted by: ARROW MFG. INC. Agreed and Accepted by: SAN RAFAEL FIRE DEPARTMENT (signature) (signature) (proposal date) (acceptance date) 80 South East Street - P.O. Box 349 Rock Rapids, IA FAX

SAN RAFAEL CITY COUNCIL AGENDA REPORT

Agenda Item No: 3. f Meeting Date: August 20, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Fire ~ Prepared by: Christopher Gray, Fire ChieIfJJ "71(ttVt-d City Manager Approval.. File No. SUBJECT: