7.B.
City Council Meeting - FINAL
- Meeting Date:
- 06/19/2018
- Co-Submitter:
- Di Ann Butkay
- From:
- Chad Smith, Special Services Supervisor, Police Department
Information
TITLE:
Consideration and Approval of Purchase: Five (5) 2018 Ford Police Interceptor Utility Vehicles in the amount of $151,015.24 from PFVT Motors, LLC (Peoria Ford).
STAFF RECOMMENDED ACTION:
Approve the purchase of five (5) 2018 Ford Police Interceptor Utility Vehicles at a total price of $151,015.24 (includes all applicable taxes and fees) from Peoria Ford.
Executive Summary:
The City seeks to purchase five (5) police vehicles pursuant to Section 5 of Contract No. 2018-06 which authorizes additional purchases of Ford Police Interceptor Utility Vehicles within the term of the contract, if needed. This purchase is needed due to the increase in police personnel in the form of three (3) civilian Police Aides and two (2) additional sworn officer positions. The acquisition and addition of these five (5) vehicles has been approved by the Fleet Management Committee as well as the Budget Committee.
Financial Impact:
The FY 2019 Proposed Budget includes $60,500 in the Police Rolling Stock account 001-04-061-0221-2-4401, for the purchase of two 2018 Ford Police Interceptor Utility Vehicles and $91,000 in the Development Fee account 003-99-000-0000-0-4277 for the purchase of three 2018 Ford Police Interceptor Utility Vehicles for the civilian Police Aides program.
Policy Impact:
There is no known or projected impact to policy regarding this matter.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
Council Goals-
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
Regional Plan-
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Strategic Plan-
Provide Exceptional Service: Provide employees with tools, training, and support.
Invest In Our People: Ensure effective resources for employees.
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
Regional Plan-
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Strategic Plan-
Provide Exceptional Service: Provide employees with tools, training, and support.
Invest In Our People: Ensure effective resources for employees.
Previous Council Decision on This:
Yes. By authorizing Contract No. 2018-06 which allowed for the purchase of additional Ford Police Interceptor Utility Vehicles within one (1) year of the October 3, 2017, if needed, Council approved the purchase of these four (4) 2018 Police Interceptor Utility Vehicles.
Options and Alternatives:
1) Approve the purchase of the five (5) 2018 Ford Police Interceptor Utility Vehicles from Peoria Ford in the amount of $151,015.25.
2) Not approve the purchase and request a Formal Invitation For Bid, anticipating an increase in cost and lead time from factory.
3) Forego the purchase of these 2018 vehicles and manage the increase in vehicle downtime due to older vehicles. Increases in vehicle downtime may have a direct impact on response times to emergency calls and non-emergency calls for service. There will also be additional mechanical costs associated with maintaining an older fleet, negatively impacting the FY2019 budget.
2) Not approve the purchase and request a Formal Invitation For Bid, anticipating an increase in cost and lead time from factory.
3) Forego the purchase of these 2018 vehicles and manage the increase in vehicle downtime due to older vehicles. Increases in vehicle downtime may have a direct impact on response times to emergency calls and non-emergency calls for service. There will also be additional mechanical costs associated with maintaining an older fleet, negatively impacting the FY2019 budget.
Background and History:
An "Invitation For Bid" (IFB# 2018-06) was posted to the City's online bid system (Planet Bids) on August 1, 2017: the bid closed on August 31, 2017. The Invitation For Bid was for the purchase of four (4) 2018 Ford Interceptor Utility Vehicles. There were three (3) responsive bidders, they were: 1) Peoria Ford, 2) Babbitt Ford, and 3) Tate's Ford Lincoln Mercury.
Peoria Ford was determined to be the lowest responsible respondent with a total bid of $120,812.20, ($30,203.05 per unit) which includes all applicable taxes and fees.
The term of the contract is for one (1) year from the date of the contract (October 3, 2017) with an allowance for additional purchases of the Ford Police Interceptor Utility Vehicles, if needed, within that time frame.
Peoria Ford was determined to be the lowest responsible respondent with a total bid of $120,812.20, ($30,203.05 per unit) which includes all applicable taxes and fees.
The term of the contract is for one (1) year from the date of the contract (October 3, 2017) with an allowance for additional purchases of the Ford Police Interceptor Utility Vehicles, if needed, within that time frame.
Key Considerations:
State procurement procedures ARS 41-2533 "G" states: "The contract shall be awarded to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and criteria set forth in the invitation for bids". Peoria Ford was found to be the lowest responsible and responsive bidder.
Police vehicles are subject to rigorous use conditions ranging from 10 to 24 hours per day; some vehicles may even go more than 24 hours with continuous patrol use. Failure to purchase new vehicles, to replace aging vehicles, will result in fewer available patrol cars and extended patrol car downtime due to mechanical failure.
These vehicles take 12 to 16 weeks to obtain, once an order is placed; this is because they are built to the buyer's specifications from the factory. In addition to lead time from the factory, they take another four weeks to have built into a functional patrol vehicle. We have seen an annual increase in cost of the base unit price over the past three (3) years (up $1,947.05 since 2016); we seek approval to purchase off of the existing contract price in an effort to save both time and money for the City.
The purchases being recommended have been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of these purchases will help ensure a functional patrol fleet and continue to move the fleet in the direction of best practices in vehicle replacement.
Police vehicles are subject to rigorous use conditions ranging from 10 to 24 hours per day; some vehicles may even go more than 24 hours with continuous patrol use. Failure to purchase new vehicles, to replace aging vehicles, will result in fewer available patrol cars and extended patrol car downtime due to mechanical failure.
These vehicles take 12 to 16 weeks to obtain, once an order is placed; this is because they are built to the buyer's specifications from the factory. In addition to lead time from the factory, they take another four weeks to have built into a functional patrol vehicle. We have seen an annual increase in cost of the base unit price over the past three (3) years (up $1,947.05 since 2016); we seek approval to purchase off of the existing contract price in an effort to save both time and money for the City.
The purchases being recommended have been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of these purchases will help ensure a functional patrol fleet and continue to move the fleet in the direction of best practices in vehicle replacement.
Community Benefits and Considerations:
Forego the purchase at this time and attempt to replace the vehicles out of the Fleet General Fund FY2020 Budget.
Community Involvement:
Sustaining a reliable police fleet helps minimize vehicle downtime, effectively maximizing the number of police vehicles available for use, which may result in faster response times and an elevated level of service to our citizens.
Expanded Options and Alternatives:
Inform