Title
Resolution to Amend the Fleet and Facility Unit FY 2022 Budget by Appropriating Funds in the Amount of $152,500.00 and to Authorize the Purchase of a 2022 Mini Walk Around Rescue Apparatus from Spencer Manufacturing Inc. (Pennsylvania COSTARS Purchasing Agreement - $145,096.00) (8 Votes Required)
Memorandum
The attached resolution authorizes the purchase of one 2022 Spencer Mini Walk Around Rescue Apparatus at a cost of $145,096.00 through the Pennsylvania COSTARS (COSTARS) cooperative purchasing program (contract #COSTARS-13) for use by the Safety Services Area, Fire Department Unit.
This fire apparatus will replace a 2014 GMC Sierra (#1055) when placed into service in late 2022. Unit #1055 is operated as a light rescue unit by the City and currently has 2,269 hours of service.
Spencer Manufacturing, South Haven, Michigan was awarded Contract Number 13 by the COSTARS cooperative purchasing program for emergency responder vehicles. The City’s purchasing unit has reviewed the COSTARS cooperative purchasing program and found that it meets the requirements of the City of Ann Arbor for competitive and fair purchasing.
The resolution includes an approximately 5% build contingency of $7,404.00 to cover potential change orders during fabrication to be approved by the City Administrator if necessary.
Spencer Manufacturing Inc. complies with the requirements of the City’s Conflict of Interest, Living Wage and Non-Discrimination ordinances.
Budget/Fiscal Impact: Funding for this purchase is provided by the annual replacement costs paid to the Fleet Fund by the Fire Department; however, this purchase was not anticipated and included in the approved FY22 Fleet Services Operations and Maintenance Budget; therefore, requiring a budget amendment.
Green Fleet Policy: On August 11, 2021, the Green Fleet Committee approved the need for the replacement of this vehicle, that the proposed replacement is consistent with the Green Fleet Policy and recommended the approval of this resolution. The Sustainability and Innovations Manager has concurred with the actions of the Committee.
Staff
Prepared by: Matthew J. Kulhanek, Fleet and Facility Unit Manager
Reviewed by: Mike Kennedy, Fire Chief
Approved by: John Fournier, Acting City Administrator
Body
Whereas, The Fleet & Facilities Unit needs to purchase a replacement fire apparatus for the City’s fleet;
Whereas, Competitive bids were received by the Pennsylvania COSTARS cooperative purchasing program and Spencer Manufacturing of South Haven, MI, received the contract for emergency responder vehicles;
Whereas, Spencer Manufacturing complies with the requirements of the City’s Conflict of Interest, Living Wage and Non-Discrimination Ordinances; and
Whereas, Adequate funds for the purchase of this apparatus are available in the Fleet Services fund balance;
RESOLVED, That the City Council approve an appropriation of $152,500.00 from the Fleet Services fund balance; thereby, increasing the Fleet Services Fund revenue and expenditure budget;
RESOLVED, That the City Council approves the issuance of a purchase order to Spencer Manufacturing Inc. for one 2022 Spencer Mini Walk Around Rescue Apparatus in the amount of $145,096.00 and authorize a build contingency of $7,404.00 to cover potential contract change orders;
RESOLVED, That funds for the purchase of this apparatus, including contingency, are to be available without regard to fiscal year; and
RESOLVED, That the City Administrator is authorized to take all necessary actions to implement this resolution including the approval and execution of change orders within the approved contingency amount.