5.A.
City Council Combined Special Meeting/Work Session
- Meeting Date:
- 12/28/2021
TITLE:
Consideration and Approval of Contract: Approve the cooperative purchase contract with National Auto Fleet Group in the amount of $51,159.06 for a 2022 Ford Transit Cargo Van (RTX) T-250.
STAFF RECOMMENDED ACTION:
- Approve the cooperative purchase contract with National Auto Fleet Group in the amount of $51,159.06 for a 2022 Ford Transit Cargo Van (RTX) T-250; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
City Council approved the contract for an alternate response mobile unit with Terros Health, Inc. on October 5, 2021. This contract is for the van that will transport the Firefighter/Emergency Medical Technician and Behavioral Health Specialist as they conduct outreach efforts from 10:00 a.m. to 8:00 p.m. upon initial implementation. The van will provide enough space for specialized equipment for a basic life safety response in addition to comfort items such as water and snacks, emergency clothing, toiletries, blankets, and cultural items like abalone shells, sage, and cedar and the ability to transport individuals as needed.
City Council requested during the April 2021 Budget Retreat that staff purchase an electric vehicle to support the alternate response mobile unit. Unfortunately, the current technology does not meet the needs of the alternate response mobile unit. The City would have to purchase two electric vehicles in order to cover one shift, which is not cost-effective given the adopted budget. Based on conversations between the City's fleet and procurement staff members and the potential vendors, it does appear the technology will be progressing and the City anticipates a vehicle will be launched in mid-2023 that could meet the needs of the program. The City anticipates the purchase of one van would come at the end of the production requests following larger purchases for organizations such as FedEx, which may align well with the end of life of this 2022 Ford Transit Cargo Van (RTX) T-250.
This van has been placed on hold, so the City did not lose the opportunity to purchase the vehicle necessary for the alternate response mobile unit. The cooperative contract is 30 weeks out for delivery and it will take another 3-4 weeks in order to add the additional equipment necessary to support the program.
A picture of the outside of the van and the interior equipment and setup is attached to the staff summary. The Alternate Response Team is currently working with Discover Flagstaff and the Indigenous Commission to finalize a logo that will be prominently displayed on the exterior of the van.
City Council requested during the April 2021 Budget Retreat that staff purchase an electric vehicle to support the alternate response mobile unit. Unfortunately, the current technology does not meet the needs of the alternate response mobile unit. The City would have to purchase two electric vehicles in order to cover one shift, which is not cost-effective given the adopted budget. Based on conversations between the City's fleet and procurement staff members and the potential vendors, it does appear the technology will be progressing and the City anticipates a vehicle will be launched in mid-2023 that could meet the needs of the program. The City anticipates the purchase of one van would come at the end of the production requests following larger purchases for organizations such as FedEx, which may align well with the end of life of this 2022 Ford Transit Cargo Van (RTX) T-250.
This van has been placed on hold, so the City did not lose the opportunity to purchase the vehicle necessary for the alternate response mobile unit. The cooperative contract is 30 weeks out for delivery and it will take another 3-4 weeks in order to add the additional equipment necessary to support the program.
A picture of the outside of the van and the interior equipment and setup is attached to the staff summary. The Alternate Response Team is currently working with Discover Flagstaff and the Indigenous Commission to finalize a logo that will be prominently displayed on the exterior of the van.
Financial Impact:
The City budgeted $65,000 for the purchase of the van in account number 001-03-051-0206-2-4401.
Policy Impact:
This purchase was unable to meet the expectations of the Carbon Neutrality Plan given the limitations of electric vans currently being manufactured and sold. They are unable to meet the 10-hour shift intended upon implementation of the alternate response mobile unit in 2022. It is important the City be able to purchase a van that will fulfill the shift requirements upon initial implementation and into the future as this schedule grows to meet the demands of the Flagstaff community.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Regional Plan
Safe & Healthy Community: Foster a safe, secure and healthy community, enhance community engagement and community policing efforts, develop alternative diversion programs.
Carbon Neutrality Plan
Regional Plan
Goal PF.3 Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Has There Been Previous Council Decision on This:
No.
Options and Alternatives:
None.
Background and History:
Procurement staff reviewed the agency cooperative agreement and have determined the agreement to be valid, and it meets the requirements of this purchase.
Attachments
- 2022-53 One (1) Ford Transit Cargo Van (RTX) T-250
- Exhibit A - NAFG Quote ID 30335 51159.06 10-29-2021
- Photo of Vehicle
- Exhibit B - National Auto Agency Contract
- Exhibit B - National Auto Fleet Contract 120716
- Exhibit B - National Auto Fleet Contract Extension