|
Item 1.F.
|
| City Council Regular | |
| Date: | 11/14/2022 |
| Title: | Replace 2 vehicles in Parks/Cemetery fleet |
| Presented by: | Mike Whitaker, Parks, Recreation & Public Lands Director |
| Department: | Parks/Rec/Public Lands |
| Presentation: | No |
| Legal Review | Not Applicable |
RECOMMENDATION
Staff recommends that the City Council approve the purchase of two vehicles from JC Billion in the amount of $102,345.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
| Parks, Recreation, and Public Lands (PRPL) was approved for two replacement vehicles (replacements for Units 1907 – Cemetery and 1614 – Parks) through the City's ERP budget process for FY22. However, both were missed during Fleet’s normal purchasing time and the budget authority was carried over to FY23. Since that time, PRPL has hired three new full-time parks employees who were each allocated a vehicle, but never received them. Due to this, Parks had to assign three used trucks, approximately 12-14 years old, from seasonals for the new hires, leaving three seasonals without vehicles. This has affected about three person-hours/day because there are not enough vehicles for staff to use. Truck 1907 for the Cemetery division is approximately 22 years old. In the last few months, 1907 has displayed a noticeable decrease in power. The Cemetery staff has serious concerns about the vehicle remaining in service without significant downtime due to repairs. Should 1907 need lengthy repairs, Mountview Cemetery will have to limit services due to 1907 being the primary method for opening and closing graves. Finally, without the replacements, parks, trails, parking lots, and Mountview Cemetery will be greatly impacted. Snow removal in the winter will be difficult and take longer, mowing is the spring, summer and fall could be delayed, and of course, grave services postponed at the cemetery. Historically, the State of Montana conducts an annual competitive bidding process for many vehicles. Pursuant to MCA 18-4-402, local government agencies are permitted to take advantage of the cost savings realized by the State's purchasing volume. Cooperative purchasers benefit by purchasing through State term contracts through cost savings, expedited order processing, as well as insuring all procurement is completed via proper procurement rules governed by the State and City. Although the State of Montana competed and awarded vehicle contracts this year, the lack of availability has created problems for cities and states across the nation. At this time, many manufacturers aren’t even taking orders until the 2024 models become available. When appropriate vehicles are found, they are typically sold within days. If PRPL is required to directly issue their own call for sealed bid, the process adds 2 months prior to order date. From the date of order, and if the vehicles are available to order, there is an approximate 6-month lead time for delivery. Therefore, through discussions with City Administration, Finance and Purchasing, it has been determined that an emergency process would be allowable under these exigent circumstances. Fleet and PRPL staff located two appropriate vehicles on-site with JC Billion. PRPL has issued a Purchase Order to JC Billion for the two vehicles are asking for Council approval, after the fact, due to the circumstances. Staff is requesting that the City Council approve the purchase of two vehicles through JC Billion of Bozeman through an emergency process, rather than a competitively sealed bid, in the amount of $102,345. The vehicles are as follows: • One 2023 Dodge Ram 3500 4-wheel drive pickup with chassis cab for the Cemetery Division for $51,788; and, • One 2023 Dodge Ram 2500 4-wheel drive pickup for the Parks Division for $50,557. Vehicle 1907 being replaced will be sold through the City's bi-annual auction. Vehicle 1614 will be retained as a seasonal replacement truck. |
ALTERNATIVES
City Council may:
- Approve the purchase of the 2 vehicles from JC Billion; or,
- Disapprove the purchase of the 2 vehicles from JC Billion, reject the previously placed order and require PRPL to issue a formal call for sealed bids, delaying the procurement by at least 8 months.
FISCAL EFFECTS
Two replacement vehicles are budgeted in the FY23 Equipment Replacement Fund budget.