Township Council Meeting — Packet

https://us06web.zoom.us/j/87374581972?pwd=iTYdbBYhhM9u505b67D8taqLzfzElE.1 Webinar ID: 873 7458 1972 Passcode: 085851 Next Meeting Date(s): March 25, 2025 Agenda is subject to change.

87-25 March 11, 2025 RESOLUTION TO EXTEND CONTRACT FOR FIRE EMS APPARATUS MAINTENANCE AND REPAIR This resolution requests approval to extend the existing contract for: FIRE EMS APPARATUS MAINTENANCE AND REPAIR 2025 WHEREAS, the Township of West Orange approved resolution 320-22 to perform routine maintenance and repair on a various number of equipment to keep it operating efficiently for two years with an option to extend one additional year. WHEREAS, the Township is satisfied with the service performed by VCI Emergency Specialist and they are in agreement to extend the contract for one year. WHEREAS, pursuant to the Local Public Contract Laws 40A:11-15, the Township is allowed to extend the initial two-year contract for an additional one-year period, not to exceed 36 months. NOW, THEREFORE BE IT RESOLVED, by the Municipal Council of the Township of West Orange extend to VCI Emergency Specialist located at 43 Jefferson Ave, Berlin, NJ 08009 for the year 2025 not to exceed the annual budget. Annual preventive maintenance costs: Chassis $450.00 per 5k mile interval $900.00 per 30k interval, 5 vehicles 5k $2250.00, 5 vehicles 30k $4500.00 Patient Compartment/Module As needed per wear & tear that is not included in the warranty General Repairs Rates: Hourly Repair Rate $150.00 Hourly OT $150.00 Travel Cost $0 OEM Parts Mark Up typical 10-25% as directed by the manufacturer BE IT FURTHER RESOLVED that the Purchasing Agent is hereby authorized to arrange to pay for the forgoing in accordance with the terms of the purchase order and from funds certified by the Chief Financial Officer. Karen J. Carnevale, R.M.C., Municipal Clerk Joe Krakoviak, Council President Adopted: March 11, 2025 I certify funds are available in Account No.: John C. Ditinyak, Chief Financial Officer 01-2010-00-7902-153

87-25 EXHIBIT “A”

TOWNSHIP OF WEST ORANGE COUNTY OF ESSEX STATE OF NEW JERSEY REQUEST FOR BIDS REPAIR AND MAINTENANCE OF EMS APPARATUS FOR THE WEST ORANGE FIRE DEPARTMENT Submission Date: December 6, 2022 11:00 A.M. Prevailing time TOWNSHIP OF WEST ORANGE* 66 MAIN STREET* WEST ORANGE, NJ 07052* 973-325-4056 Page | 1

Invitation to Bid Notice is hereby given that the Township of West Orange Is requesting sealed bids for the Repair and Maintenance of EMS Apparatus for the West Orange Fire Department. The specifications can be obtained in person at the Township of West Orange, 66 Main Street, Purchasing Room 111, West Orange, | Ny 97052, during ~ féguilar business hours, 8:30 a.m. to 4:30 p.m. or by emailiig preynolds@wéstorangé.org. Sealed pro} clearly marked with the title of bid, name and address of party making same, addressed to am. and will be publicly opened and read at that time in Council Chambers of Town Hall located at 66 Main Street, West Orange, NJ 07052. No proposals received after that time will be considered. Bidders are required to comply with the Contract Compliance and Equal Employment Opportunities in Public Contracts N.J.S.A. 10:5-31 et seq, and N.JA.C. 17:27 and have a current New Jersey Business Registration Certificate P.L. 2004, N.J.S.A.52:25-24.2. The Township reserves the right to reject any and all bids and to waive any and all informalities in the bid. Panayiota Reynolds Purchasing Agent Page | 2

CONTENT: Section |: Section Il: Section Ili: Section WV: Section V: EMS Apparatus List West Orange Fire Department EMS Apparatus Service and Repair Requirements West Orange Fire Department EMS Apparatus Preventative Maintenance Scheduled - --Inspection.Chassis Service Requirements--- -- - Proposal Form Bidder Instructions and Mandatory Forms Page | 3

SPECIFICATIONS REPAIR AND MAINTENANCE OF EMS APPARATUS FOR TOWNSHIP OF WEST ORANGE FIRE DEPARTMENT “GENERAL INTENT’ © 0 ee Tae wT eee ee _Bidding on this contract will be limited to vendors actively ¢ engaged [nthe fisid of EMS apparatus reneir services. The successful bidder will be expected to provide service Ina timely, competent and professional manner, It Is recognized that the equipment to be serviced is essential to Township of West Orange's, to be known as the (“Township”) emergency management operations. Vendors must be able to demonstrate the ability and experience to provide superior quality of service. Vendor shall be actively in business for at least five (5) years in the maintenance, service, and repair of equipment of simitar manufacture, capacity, and operating characteristics as those covered by this contract, Bidders must provide documented proof of qualifications (Certifications) and three (3) references. Term of Contract i This contract shall remain in effect for a period of two (2) years with an option te extend one {1) year based upon available funding. All terms and conditions of the contract shall remain the same for the additional years 7 Time and Materials All quotes for work other than preventive maintenance services (which will be based on an annual cost) will include an hourly labor rate, overtime, any travel costs, and percentage of markup from wholesale on materials to be provided. Acceptance The Township reserves the right to examine all work performed under this contract. The Contractor will ] correct any and ail defects and unsatisfactory work found by the Township. The Vendor shail correct said defects and unsatisfactory work at its own expense, Parts i The Vendor must supply replacement parts equal or greater than Original Equipment Manufacturer (OEM) i parts. The Township has the right to inspect all parts that will be used by the vendor. All replacement parts must be saved for fourteen (14) days for review by the Township. Guarantee Any work that is performed under this contract shall be guaranteed for a period of six (6) months from the date of acceptance. Said guarantee shall survive the expiration of this contract. Payment Payment shall be made in accordance with Township policy. No payment shall be made without an Invoice and signed voucher (purchase order). Page | 4

a A detalled invoice for repairs or service shall be given at the time of pick up. Detalis and specifics on scheduling repair maintenance will be arranged with Fire Chief or designee. db During the course of this contract, vehicles may be added or deleted by the Township of West Orange, Cancellation if in the opinion of the Township of West Grange the contractor is not performing ina satisfactory manner, the Township of West Grange may at any time during the contract period terminate the contract by giving thirty (30) days’ notice in writing to the other party of its intentions to do so for non-compliance with the terms and conditions of the contract. In the event the Township of West Orange cancels the contract, the contractor shail only be entitled to payments for work properly performed and completed. Page | 5

EMS APPARATUS While it could change at any time, the current fleet of EMS Apparatus is as follows: SECTION | ‘Wehicle # Year Chassis Page | 6 Quantity Make a 2019 Wheeled Coach |_ Ford £450 1 2024, Horton Ford F550 _ . “T Horton | Ford e450. — a R-4 2003 Horton Ford E350 i R-6 1998 PL Custom Ford E450

SECTION I if West Orange Fire Department EMS Apparatus Service and Repair Requirements In ati éffort to ensure the quality of work to be provided to our department, we consider the — requirements below to be the minimum service qualifications for the apparatus service center to maintain. A. The service center must have the ability to provide road service and maintain a service facility for repairs that cannot be performed within the Fire Stations. B. The service center be located no further than 30 miles from the Township of West Orange. C. The service center shall offer pickup and delivery service to the Township of West Orange for any repair not able to be performed within the Fire Stations, D. The service center shall be an authorized Ford Warranty Service Center for the EMS Apparatus chassis. E. The service center shall be a Ford QVM facility. F, This minimum inventory level, which must include major electrical system components : {i.e. input/output modules, display panels, etc.), HVAC components, and body trim i components, must represent the majority of manufacturers utilized by the Township of West Orange Fire Department. G. The service center's major business must be In the sales and service of EMS apparatus. Exceptions: Yes No_X Page | 7