Item C6BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: February 18, 2015Division: Emergency Services
Bulk Item: Yes XNo ___Department: Fire Rescue
Staff Contact Person: Holly Pfiester 289-6088
AGENDA ITEM WORDING:
Ratification of request for proposal (RFP) issued by Board of Governors of Fire and
Ambulance District 1 in September 2014; approval to award contract for maintenance of and repairs to Monroe County
Fire Rescue ambulances, and other vehicles,to Roy Khanna(individual)for a base term of three (3) years plus the option
to renew for two (2) further one-year periods;and approval for the Fire Chief to sign all documents as needed to complete
the transaction.
ITEM BACKGROUND:
On September 17, 2014, the Board of Governors gave approval on the issuance of a request
for proposal (RFP) for Maintenance of Monroe County Fire Rescue Ambulances and Other Vehicles. At that time,
approval to issue an (RFP) was not sought from the Board of County Commissioners since the funds to repair vehicles
under the BOCC’s purview(five non-ambulance vehicles stationed at the Key West International Airport), have
historically fallen below the County’s purchasing policy’s threshhold of $49,999.99, and therefore would not require the
competitive bid processif it were a separate contract.On December 16, 2014 at 3:00pm the Monroe County purchasing
office opened one (1) response to the Request for Proposals –Maintenance of Monroe County Fire Rescue Ambulances
and Other Vehicles –from Roy Khanna (individual) who also holds the current contract for same dating back to 2007.
This RFP includes flat–rate preventative maintenance in addition to repairs which are billed at an hourly rate. The RFP
specifically mentioned the addition of the Key West International Airport ARFF vehicles, which were not included in
Roy Khanna’s previous contract, as the KWIA Station No. 7 was not under the purview of MCFR the last time an RFP
went out.Taking these differences into consideration, and upon validating the vendor has not markedly increased his
hourly rate since 2007, staff recommends approval.
PREVIOUS RELEVANT BOCCACTION:
N/A
CONTRACT/AGREEMENT CHANGES:
The hourly rate increases from $75 to $95,the Level I and Level II
preventative maintenance for ambulances and rescues increasedin totalityby $315 per year, and the Level I and Level II
preventative maintenance flat–rate cost(s) for KWIA vehicles arenew.
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:
$120,000approx. –141 District 1 L&M Keyand $50,000approx. –404International Airport
INDIRECT COST:BUDGETED:COST TO COUNTY:
N/AYesXNo___See above
SOURCE OF FUNDS:
141–11500–530462 and 404 –63100–530462
REVENUE PRODUCING:AMOUNT PER MONTHYear
Yes No X____
APPROVED BY:
County Atty OMB/Purchasing Risk Management
DOCUMENTATION:
IncludedXNot Required_____
DISPOSITION:AGENDA ITEM #
BUDGET FINANCE
PURCHASING DEPARTMENT
TABULATION SHEET
OPEN DATE: DECEMBER 16, 2014 AT 3:00 PM,
TITLE: MAINTENANCE OF MONROE COUNTY FIRE RESCUE AMBULANCES
AND OTHER VEHICLES
st
1 Site Visit of Year Level I Semi Annual PM (0EFSV3RP]4EVXW)\XVE
Rescue Ambulances $ 275.00
Rehab Units $ 275.00
MCI Trailer and Utility $ 100.00
ARFF Vehicles $ 1,800.00
nd
;Ϳ
2 Site Visit of Year
Level I Semi Annual PM and Level II Annual PM 0EFSV3RP]4EVXW)\XVE
Rescue Ambulances $ 1,140.00
Rehab Units $ 1,140.00
MCI Trailer and Utility $ 275.00
ARFF Vehicles $ 3,600.00
;Ϳ
Total Cost Per Vehicle / Per Year for Level I & Level I 0EFSV3RP]4EVXW)\XVE
Rescue Ambulances $ 1,415.00
Rehab Units $ 1,415.00
MCI Trailer and Utility $ 375.00
ARFF Vehicles $ 5,400.00
GSRXMRYIH
Unscheduled Maintenance Resulting from Equipment Failure or Malfunction
(Travel Time and Mileage NOT charged separately Amount Below Inclusive)
Hourly Rate $ 95.00
Overtime/Holiday Rate $
(One and One Half Times Hourly Rate) NOT APPLICABLE
All Parts Used for Maintenance and Repair of Vehicles
Cost + %
Parts
25
Committee Present: Emie Coughlin Purchasing Dept.
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Members of the Public Present: None
I hereby certify that this is a true and correct copy of said bid opening and that all bidders listed
above have been checked against the State of Florida Convicted & Suspended Vendor listings. All
bids listed above were received by the date and time specified.
Bid Opened By: Emie Coughlin - Purchasing Manager
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SCOPE OF WORK
MONROE COUNTY FIRE RESCUE AMBULANCES AND OTHER VEHICLES LIST
LOCATION DESCRIPTION SERIAL NO. AND COUNTY ID P or R CALL
1996 T-1500 10TBK8Z17WS064431 / 2401-313 Reserve ARFF 107
2007 Striker 10TBKAK107S094275 / 2401-5973 Prime ARFF 7
Key West 2012 Ford 350 Truck 1FT8W3BT3CE31413 / 2401-7394 Prime ARFF 207
2010 Ford 550 Truck 1FDAW5HR2AEB04654 / 6819 MCI MCI
2005 MCI Trailer 1WC200J2X53052439 / 1416-306 MCI MCI
Stock
2001 Ford Ambulance 1FDXF46FXIEC33366 / 2418 Prime R 8
Island
2006 Sterling Ambulance 2FZACFCS76AV92511 / 1416-5098 Prime R 9
Big Coppitt 1994 Ford Rehab Unit 1FDLF47M6REA52322 / 1417-159 Prime Rehab 9
2002 Ford Ambulance 1FDXF46F22ED14878 / 1416-215 Reserve R 109
Cudjoe 2008 Horton Ambulance 3HTMNAAM68N698467 / 6507 Prime R 11
Big Pine
2006 Sterling Ambulance 2FZACFCS37AX62073 / 1416-5806 Prime R 13
Key
Conch Key 2009 Ford Ambulance IFDXE45P79DA90438 / 1416-6845 Prime R 17
2009 Ford Ambulance 1FDXE45P19DA83131 / 6813 Prime R 22
1FDXF46F9XEB99283/1416-120-
1998 Ford Ambulance Reserve R 122
4287
Tavernier
1992 Ford Rehab Unit 1FDFL47F2SEA30339 / 4295 Prime Rehab 22
2001 Ford Rescue 1FDXF46F61EC33364 / 1416-059 Training Training
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CERTIFICATIONS