12-189 Resolution No. 12-189
RESOLUTION
AUTHORIZING PURCHASE OF FOUR WHEELED COACH FIRE AMBULANCES
FROM FIRE SERVICE, INC.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
the purchase of four Wheeled Coach fire ambulances by the City of Elgin from Fire Service,Inc.be
and is hereby authorized and approved in the total amount of$592,324,pursuant to the Fire Service,
Inc. sales contract dated December 3,2012, a copy of such sales contract being attached hereto and
made a part hereof by reference.
BE IT FURTHER RESOLVED that Sean R. Stegall,City Manager,is hereby authorized and
directed to execute necessary documents in conjunction with the purchase authorized herein.
s/David J Kaptain
David J. Kaptain, Mayor
Presented: December 14, 2012
Adopted: December 14, 2012
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
SALES CONTRACT
This agreement made by and between FIRE SERVICE,INC (Company) and
City of Elgin, IL
(Legal Name of Buyer)
150 Dexter Ct. Elgin IL 60120
(Address) (City) (State/Province) (Zip /Postal Code)
1. ACCEPTANCE: The "Company" agrees to sell and the "Buyer" agrees to purchase the
ambulance and equipment described in the Wheeled Coach specifications and made part of this
contract, in accordance with the terms and conditions listed on contract pages 1, 2, and 3.
2. DELIVERY: The ambulance shall be ready for delivery within approximately 50-90
calendar days, after the receipt and signed acceptance of this contract at the Wheeled Coach
Corporate Headquarters, Winter Park, FL. The Company cannot be held liable for penalties and/ or
delays due to strikes, failures to obtain materials, fires, accidents, force majeure, or any other causes
beyond the Company's control.
In order to establish a stable design, procurement, and build schedule, a Buyer change order cutoff
date of eight (8) Days from the date of the execution of the contract will be enforced. Changes in
major components, configuration, or other items that may change the major components or
configuration, (e.g.: Chassis, Motor, Transmission, Wheel Base) will not be allowed after the
contract execution date.
If inability to obtain exclusive or brand name materials causes completion or delivery problems, the
Company shall advise the Buyer of said problem. The Company resolves to examine alternative
sources of said material. Material substitutions shall be mutually agreed upon by the Buyer and the
Company. No substitutions shall be made without the execution of a written change order by the
Buyer.
3. CHANGE ORDERS: Changes to the contract may be requested by the Buyer after the
execution of the contract according to Section 2 of this document. Changes shall be reviewed for
cost and schedule impact by the Company. Changes shall be sequentially numbered. Change Orders
shall be prepared by the Company and executed by the Buyer. The price of the apparatus shall be
adjusted to take into account any Change Orders. Any and all Change Orders may extend the
completion and delivery of the ambulance.
FSI Sales Contract, Page 1 of 3 Original (03-10-2006)
Sales Policy Manual Attachment F
4. SPECIFICATIONS: The Company agrees that all material and workmanship in and about
this apparatus shall comply with the hereto attached Wheeled Coach proposal dated December 3`a
Purchase of four(4) 2011 F450 4x4 Type I Wheeled Coach Firemedic Ambulances k 152,081.00
Trade Credit for two (2) Marque Ambulances (2003 and 2004 model year) $8,000.00 each,
($4000,00 credit per unit ordered)
Ambulnace Total $608,324.00
Trade Credit ($16,000.00)
Net Purchhse $592,324.00.
5. WARRANTY: Shall be as proposed in the attached Wheeled Coach specifications.
6. PRICE: The Buyer shall pay, as a purchase price for the ambulance(s), the sum of Five
Hundred Ninety Two Thousand, Three Hundred Twenty Four dollars and 00/100 or 5592 2,�.4.00.
All prices are less any applicable local, state, or federal taxes which may be applied to the apparatus
proposed.
NOTE: Payment shall be made only to:
Fire Service,Inc.
9545 North Industrial Drive
Saint John, Indiana 46373
7. TERMS OF PAYMENT:
F.O.B. St. John, IN. Zero down payment, full payment at delivery via wire transfer or
municipal check.
The purchase price payment reflects US dollars and does not include any authorized change
orders which, if applicable, shall be paid at time of final inspection and signed acceptance.
b) No payment of any amount shall be made payable to a sales representative without
written approval from the company.
C) It is agreed that the ambulance and equipment covered by this contract shall remain
the property of the Company and not be placed in service until the entire contract price has
been paid.
d) A copy of the Buyer's tax-exempt certificate, if applicable, shall be submitted with
this signed contract.
8. FIRE SERVICE, INC requires, and the Customer agrees, that the unit shall be inspected
and/or delivered within seven(7) days of notice that the unit had been completed.
FSI Sales Contract, Page 2 of 3 Original (03-10-2006)
Sales Policy Manual Attachment F
9. CANCELLATION: This contract is subject to cancellation by Buyer only upon payment to
Company of reasonable cancellation charges, which shall take into account expenses already
incurred and commitments made by Company.
This contract, to be binding, must be signed by an officer of Fire Service, Inc or a person
authorized, in writing, by Fire Service, Inc. to do so.
10. TAG-ON / ADDITIONAL ORDERS: At its sole discretion, the COMPANY may allow
the terms of this contract to be extended to both the BUYER and similar agencies for the purchase
of a similar unit(s) under similar terms for a period of one (1) year from the date of the execution of
this contract. Should the COMPANY choose to exercise this option, it shall be permitted to adjust
the contract pricing to account for equitable price adjustments associated with the change in the cost
of the materials used to produce the unit. Such adjustments will be based upon the Producer Price
Index (PPI) for fire trucks and / or heavy transportation equipment or by itemizing price changes
expected by the company from the component vendors. If there are any changes between the unit(s)
purchased via this contract and any subsequent orders, those changes must be documented via
properly signed and executed change orders, including any necessary price adjustments. If the
purchasing agency is not the BUYER, a separate contract will be required to complete the
additional purchases.
This contract, including its appendices, embodies the entire understanding between the parties
relating to the subject matter contained herein and merges all prior discussions and agreements
between them. No agent or representative of the Company has authority to make any
representations, statements, warranties, or agreements not herein expressed and all modifications of
amendments of this agreement, including any appendices, must be in writing signed by an
authorized representative of each of the parties hereto.
No surety of any performance bond given by the Company to the Buyer in connection with this
Agreement shall be liable for any obligation of the Company arising under the Standard Warranty.
IN WITNESS WHEREOF, the Buyer and the Company have caused this contract to be executed by
their duly authorized representatives this 3rd day of December, 2012.
COMPANY BUYER
Fire Service,Inc. City of Elgin,Illinois
9545 North Industrial Drive 150 Dexter Ct.
Saint John,Indiana 46373 Elgin,IL 60120
219-365-7157 Phone
219-365-85 Fax
B BY: ,r//,
NAME: Jeff LeBeda NAME: can R. Ste al
TITLE: Agent TITLE: City Manager
r DATE:December 3. 2012 DATE: December 14, 2012
FSI Sales Contract, Page 3 of 3 Original (03-10-2006)
Sales Policy Manual Attachment F
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.......... ... THE COrY |N THE SUBWRBS7
AGENDA ITEM:
K4EET|NGDATE: Decennber5, 2012
ITEM:
Joint Purchase Contract with Fine Service, Inc. for Four Wheeled Coach Fire Ambulances
($592,SI4, including trade-ins)
OBJECTIVE:
Provide reliable emergency transportation for those citizens needing emergency medical care.
RECOMMENDATION:
Award the contract to Fire Service, Inc. for the purchase of four Wheeled Coach ambulances
under joint purchase agreement with the City ofRockford in the amount of $592,324.00,
including trade-ins.
BACKGROUND
The fiscal constraints affecting the city during recent years have necessitated that the fire
department extend the scheduled replacement of its vehicles. The extended ambulance in-
service time has created some operational issues for the fleet. And with Sherman Hospital
moving to its new location on Randall Road, the vehicle miles on the units have markedly
increased. This proposal to purchase four ambulances will establish and up-to-date fleet that
ensures continued safe and reliable emergency transportation toarea hospitals.
Rockford's fire department issued a request for proposal (RFP) in September that was sent to
the country's leading ambulance manufacturers. Eight bid proposals were received with
Wheeled Coach, Inc. submitting the lowest responsive proposal for the ambulances specified.
Rockford awarded the contract in November. Rockford's agreement with Fire Service, Inc., the
vendor of Wheeled Coach ambulances, allows other municipalities to jointly purchase under
the contract. The city can purchase an ambulance under Rockford's contract an ambulances for
$152,081, with the four ambulances totaling $608,324. The city will be receiving credit of
$16,000 for trading in two ambulances, reducing the total purchase price to $592,334 or
$148,O81 per ambulance.
The Rockford ambulance specifications include the same floor plan, the same Ford Motor
Company chassis and the same wheel base that are required by Elgin. The city's ambulance
specifications cover the general requirements as to the type of construction and tests to which
the ambulances must conform. Certain details relating to finish, equipment and layout with
which the manufacturer must comply, are in the interest of obtaining the best results and the
most affordable ambulance for the community.
The city has purchased its last five ambulances from Wheeled Coach, Inc. The service and
quality of workmanship has proven to be of the high standards required by the city.
OPERATIONAL ANALYSIS
Fire department staff including members of the fleet maintenance division, EMS division and
fire administration worked to create ambulance specifications that both meet the community's
needs and provide the best value for the city.
Two of the purchases will replace ambulances that went into service in 2003. The third
purchase replaces an ambulance activated in 2004. The fourth purchase will replace an
ambulance that has been operating since 2006. It is anticipated that it will take approximately
45 to 90 days to construct the ambulances and an additional 30 to 60 to prepare the
ambulances for emergency service and receive Illinois Department of Public Health
certification.
INTERESTED PERSONS CONTACTED
None.
FINANCIAL ANALYSIS
The total cost of the agreement with Fire Service, Inc. for the purchase of four ambulances is
$592,324 including a trade-in amount of$16,000 for the two 2003 ambulances being replaced.
The other two ambulances are being transitioned into non-emergency vehicles for the public
works division and the police department. It has been determined that while these vehicles are
no longer suitable as front line patient transport vehicles, they have useful life in a non-
emergency setting. The trade in value of the two vehicles is $19,000. Purchasing new vehicles
for non-emergency functions in the police and public works department would have been a
much more expensive option for the city.
Funding for the replacement of ambulances and the purchase of a Quint fire truck has been
appropriated as part of the proposed 2013 Riverboat Fund budget. As such, awarding the
contract to Fire Service, Inc. for the purchase of four Wheeled Coach ambulances is contingent
upon the adoption of the 2013 Budget on December 14, 2012.
2
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT AMOUNT AMOUNT AVAILABLE
BUDGETED
Riverboat 275-0000-791.92-48 289578 $1.360,000 $1,360,000
LEGAL IMPACT
Section 5.02.020(B) of the General Provisions of the Procurement Ordinance permits
"purchases made pursuant to any joint purchasing program sponsored by the State or other
governmental agency."
ALTERNATIVE COURSES OF ACTION
1. Reject the contract pricing and direct staff to go out for bids. This would delay delivery
and most likely would result in increased costs.
2. Not purchase the replacements and retain the old equipment for one more year.
NEXT STEPS
Execute contract agreement.
Originators: Pierre Soulier, Fleet Maintenance Supervisor Firefighter
John P. Fahy, Fire Chief
Final Review: Colleen Lavery, Chief Financial Officer
William A. Cogley, Corporation Counsel/Chief Development Officer
Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Sean R. Stegall, City Manager
ATTACHMENTS
A. Proposal Tabulation Sheet
B. Wheeled Coach's Contract Agreement
C. Trade in Letter for Replaced Equipment
Al
3
CITY OF ROCKFORD
TABULATION OF BIDS
Bid On: 4 Ambulances
Bid No.: 1012-F-140
Opening: 10/24/12 BIDDERS
Taylor Made N. Central N. Central Fire Service Fire Service Jefferson Alexis Foster Coach
Emerg. Veh. Emerg.Veh. Wheeled Coach Road Rescue
ITEM Newport,AR Plainfield, IL Plainfield, IL St. John, IN St. John, IN Middleton, WI Alexis, IL Sterling, IL
Total For 4 :: :::;::::
2013 559,328.00 776,932.00 773,400.00 747,648.00 717,200.00 617,648.00 692,148.00
2012 687,796.00
2011 672,596.00
Total Appendix A 295,132.42 295,132.42 295,132.42 295,132.42 295,132.42 295,132.42 295,132.42 295,132.42
Grand Total:
2013 854,460.42 1,072,064.42 1,068,532.42 1,042,780.42 1,012,332.42 912,780.42 987,280.42
2012 982,928.42
2011 967,728.42
OPTION: Multi-Year
Vehicle Purchase
2014 139,832.00 194,233.00 193,935.00 177,967.00 192,519.00 191,900.00 not more than 6,000.00 to
2015 139,832.00 194,233.00 193,935.00 184,195.00 198,294.00 194,300.00 3% per year 8,000.00
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ADDENDUM X X X X I X I X X X
EEO's X X X X X X X X
'A lW_ �
SALES CONTRACT
This agreement made by and between FIRE SERVICE,INC (Company) and
City of Rockford, IL
(Legal Name of Buyer)
425 E. State St. Rockford IL 61104
(Address) (City) (State/Province) (Zip/Postal Code)
1. ACCEPTANCE: The "Company" agrees to sell and the "Buyer" agrees to purchase the
ambulance and equipment described in the Wheeled Coach specifications and made part of this
contract, in accordance with the terms and conditions listed on contract pages 1, 2, and 3.
2. DELIVERY: The ambulance shall be ready for delivery within approximately 60-90
calendar days, after the receipt and signed acceptance of this contract and confrimed build orders at
the Wheeled Coach Corporate Headquarters, Winter Park, FL. The Company cannot be held liable
for penalties and / or delays due to strikes, failures to obtain materials, fires, accidents, force
majeure, or any other causes beyond the Company's control.
In order to establish a stable design, procurement, and build schedule, a Buyer change order cutoff
date of eight (8) Days from the date of the execution of the contract will be enforced. Changes in
major components, configuration, or other items that may change the major components or
configuration, (e.g.: Chassis, Motor, Transmission, Wheel Base) will not be allowed after the
contract execution date.
If inability to obtain exclusive or brand name materials causes completion or delivery problems, the
Company shall advise the Buyer of said problem. The Company resolves to examine alternative
sources of said material. Material substitutions shall be mutually agreed upon by the Buyer and the
Company. No substitutions shall be made without the execution of a written change order by the
Buyer.
3. CHANGE ORDERS: Changes to the contract may be requested by the Buyer after the
execution of the contract according to Section 2 of this document. Changes shall be reviewed for
cost and schedule impact by the Company. Changes shall be sequentially numbered. Change Orders
shall be prepared by the Company and executed by the Buyer. The price of the apparatus shall be
adjusted to take into account any Change Orders. Any and all Change Orders may extend the
completion and delivery of the ambulance.
FSI Safes Contract, Page 1 of 3 Original(03-10-2006)
Sales Policy Manual Attachment F
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4. SPECIFICATIONS: The Company agrees that all material and workmanship in and about
this apparatus shall comply with the hereto attached Fire Service Inc. /Wheeled Coach bid response
dated October 24,2012.
(4)Type 1 2012 Ford F450 4x4 Ambulances and Items in Appendix A of Bid# 101.2-F-140
5. WARRANTY: Shall be as proposed in the attached Wheeled Coach specifications.
6. PRICE: The Buyer shall pay, as a purchase price for the ambulance(s), the sum of Nine
Hundred Eighty Two Thousand, Nine Hundred Twenty Eight dollars and 00/100 or $ 982.928.42.
All prices are less any applicable local, state, or federal taxes which may be applied to the apparatus
proposed.
NOTE: Payment shall be made only to:
Fire Service,Inc.
9545 North Industrial Drive
Saint John, Indiana 46373
7. TERMS OF PAYMENT:
F.O.B. St. John, IN. Zero down payment,full payment at delivery via wire transfer or
municipal check.
The purchase price payment reflects US dollars and does not include any authorized change
orders which, if applicable, shall be paid at time of final inspection and signed acceptance.
b) No payment of any amount shall be made payable to a sales representative without
written approval from the company.
C) It is agreed that the ambulance and equipment covered by this contract shall remain
the property of the Company and not be placed in service until the entire contract price has
been paid.
d) A copy of the Buyer's tax-exempt certificate, if applicable, shall be submitted with
this signed contract.
8. FIRE SERVICE, INC requires, and the Customer agrees, that the unit shall be inspected
and/or delivered within seven(7)days of notice that the unit had been completed.
9. CANCELLATION: This contract is subject to cancellation by Buyer only upon payment to
Company of reasonable cancellation charges, which shall take into account expenses already
incurred and commitments made by Company.
FSI Sales Contract, Page 2 of 3 Original(03-10-2006)
Sales Policy Manual Attachment F
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This contract, to be binding, must be signed by an officer of Fire Service, Inc or a person
authorized, in writing,by Fire Service,Inc.to do so.
10. TAG-ON / ADDITIONAL ORDERS: At its sole discretion, the COMPANY may allow
the terms of this contract to be extended to both the BUYER and similar agencies for the purchase
of a similar unit(s)under similar terms for a period of one (1)year from the date of the execution of
this contract. Should the COMPANY choose to exercise this option, it shall be permitted to adjust
the contract pricing to account for equitable price adjustments associated with the change in the cost
of the materials used to produce the unit. Such adjustments will be based upon the Producer Price
Index (PPI) for Fire trucks and / or heavy transportation equipment or by itemizing price changes
expected by the company from the component vendors. If there are any changes between the unit(s)
purchased via this contract and any subsequent orders, those changes must be documented via
properly signed and executed change orders, including any necessary price adjustments. If the
purchasing agency is not the BUYER, a separate contract will be required to complete the
additional purchases.
This contract, including its appendices, embodies the entire understanding between the parties
relating to the subject matter contained herein and merges all prior discussions and agreements
between them. No agent or representative of the Company has authority to make any
representations, statements, warranties, or agreements not herein expressed and all modifications of
amendments of this agreement, including any appendices, must be in writing signed by an
authorized representative of each of the parties hereto.
` No surety of any performance bond given by the Company to the Buyer in connection with this
Agreement shall be liable for any obligation of the Company arising under the Standard Warranty.
IN WITNESS WHEREOF, the Buyer and the Company have caused this contract to be executed by
their duly authorized representatives this 19'h day of November, 2012.
COMPANY BUYER
Fire Service, Inc. City of Rockford,IL
9545 North Industrial Drive 425 E State St.
Saint John,Indiana 46373 Rockford, IL 61104
219-365-7157 Phone
219-365-8572 Fax
BY: AM lt&o(a BY:
NAME: Jeff LeBeda NAME: Anne k/(l ko (&�»
TITLE: Agent TITLE: 1 I�Y1�( Ct t-h'1a Ett�}
DATE:November 19, 2012 DATE: (12.
FSl Sales Contract, Page 3 of 3 Original(03-10-2006)
Sales Policy Manual Attachment F
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Emergency Vehicle Sales and Service
November 14, 2012
John Fahy
Fire Chief
FF Pierre Soulier
Fleet Management Supervisor
Elgin Fire Department
150 Dexter Ct.
Elgin, IL 60120
Chief,
Thank you for the opportunity to present proposals for new Type I ambulances for the Elgin Fire
Department. Wheeled Coach, Fire Service, Inc. and I truly value the longstanding relationship with the
City of Elgin and wish to continue our collaborative efforts in bringing quality and reliable ambulances
to your community and department. We are proposing the following Wheeled Coach ambulances for
your consideration. Pricing per specification provided including medi-kool units installed. Lettering
additional. Pricing is current for 45 days on the units, 2011 and 2012 chassis are based upon
availability. All factory and OEM discounts applied.
Wheeled Coach Firemedic Type I (Delivery timetable 45-65 days after order confirmation)
1 unit 2 units 4 units
2013 F450 4x4 New EFD Specification $179,331.00 $179,331.00 $174,331.00
2012 F450 4x4 New EFD Specification $173,081.00 $159,081.00 $1 57,081.00
2011 F450 4x4 New EFD Specification $168,081.00 $154,081.00 $152,081.00
Additional Trade value: Marque Ambulances $8,000.00 ea.
Wheeled Coach Ambulances: (2006) $10,000.00, (2004) $9,000.00
4 units total : $35,000.00/$8750.00 Per unit averaged.
NET PRICING 4 UNITS WITH TRADES:
(4) 2011 F450 4x4 New EFD Specification $143,331.00 ea.
Terms: Zero Down, full payment at delivery FOB ST. John IN.
I hope these prices assist you in your budget process. I look forward to working further with you and
your staff to allow Fire Service, Inc. to again,provide you quality Wheeled Coach ambulances.
Warm Regards,
Jig Lt"
Jeff LeBeda, Project Manager
9545 Industrial Drive North
St.John,Indiana 46373
219-365-7157: Office Phone Website: www.freserviceinc.coni
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