Staff is requesting that the City Council approve the purchase of two Ford F250 Crew Cab Brush Trucks through Duval Ford through an emergency process, rather than a competitively sealed bid, in the amount of $121,988.32.

The Fire Department was approved for two replacement vehicles (replacements for Units 4070 and 4057) through the City's ERP budget process for FY23.  These Brush Trucks are approximately 20 years old and due for replacement for functionality and maintenance considerations. A change in Fire operations to a three-person deployment required a modification to the type of truck. 
 

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 the Fire Department 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 Fire staff located two appropriate vehicles from Duval Ford.  However, the order had to be placed within three days to secure the purchase.  The Fire Department has issued a Purchase Order to Duval Ford for the two vehicles and are asking for Council approval, after the fact, due to the circumstances.   Both replacement vehicles will be either transferred to another City department or sold at the bi-annual surplus auction.

The City Council may:
Approve the purchase of the 2 vehicles or,
Disapprove the purchase of the 2 vehicle, reject the previously placed order and require the Fire Department to issue a formal call for sealed bids, delaying the procurement by at least 8 months.

Two replacement vehicles are budget in the FY23 Equipment Replacement Fund budget.

Staff recommends that the City Council approve the purchase of two vehicles from Duval Ford in the amount of $121.988.32.