Staff recommends awarding bid schedules 1 through 9 and 11 to the lowest bidder, Billion Auto Group of Bozeman, Montana, for a total of $477,948.00. The replaced vehicles from these schedules will be sold by Fleet Services through a public surplus online auction. Additionally, staff recommends awarding schedule 10 to KIG Vehicle Concepts of Miami, Florida, for a total of $135,872.00, with the replaced unit (#1020) being retained by the Parks and Recreation Department.

Eighteen city vehicles in the car/light truck class are scheduled for replacement as part of the City's Equipment Replacement Program. These replacements were approved by City Council during the FY24-25 budget process. Staff advertised for sealed bids for City Vehicles on July 12th and July 19th with the bid opening on August 6th, 2024.
The bids are for the following types of vehicles:
One 1 1/2 ton 4-wheel drive "dually" regular cab long (8') cab and chassis pickup (PW Streets)
One 1/2 ton 4-wheel drive extended cab short box pickup (PW Engineering)
One 1/4 ton 4-wheel drive extended cab short box pickup (Parking)
One 1 ton 4-wheel drive "dually" regular cab long (8') box cab and chassis pickup (PW Belknap)
One 1 ton 4-wheel drive "dually" extended cab long (8') box cab and chassis pickup (PW Streets)
One 1 ton 4-wheel drive regular cab long (8') box pickup (PW Streets)
One 1 ton 4-wheel drive regular cab long (8') box pickup (PW Streets)
Two 3/4 ton 4-wheel drive extended cab long (8') box pickup (Animal Control)
Six mid-sized all-wheel drive four-door sedans (Police and Engineering)
Two 15 passenger vans (Recreation)
One Police Interceptor package all-wheel drive four-door SUV (Airport)
 

City Departments: Depend on these vehicles for daily operations, impacting service quality and efficiency.
City Residents: Benefit from reliable city services supported by well-maintained vehicles.
Vendors: Billion Auto Group and KIG Vehicle Concepts are key to delivering vehicles as per the contract.
Fleet Services: Manages the maintenance of these vehicles and sale of replaced vehicles, contributing to the city's budget.

City Council may:

• Approve the purchase of vehicles from the low bidders or,
• Disapprove the purchases and reject all bids. If the bids are rejected, the units will not be replaced in a timely manner and the existing units will be used beyond the Equipment Replacement Plan recommendations. Vehicle reliability will decrease and maintenance costs will increase.

The City Departments' FY25 budget includes sufficient funds to replace the vehicles as described. Three vendors submitted bids, with the total bid amount being $613,820.00, as detailed in the attached "Vehicle Bid Results."