Consideration and Approval of Purchase through an Invitation For Bids Process (IFB): Purchase of one (1) 2019 Chevrolet Bolt EV from Courtesy Chevrolet this fiscal year in the amount of $36,954.23. Potentially purchase two (2) more Chevrolet Bolt EV's in fiscal year 2020 for a total cost of $110,862.69.

1. Approve the purchase of 1 (one) 2019 Chevrolet Bolt EV from Courtesy Chevrolet in the amount of $36,954.23 in fiscal year 2019, and if approved during the budget process, purchase up to 2 (two) more Chevrolet Bolt vehicles at the same amount in fiscal year 2020.
2. Authorize the City Manager to execute the necessary documents.

In March 2019, after a formal solicitation of Bid #2019-82, the City proposes to enter into a contract for the purchase of Fleet Management Committee approved vehicles consisting of one (1) new vehicle to be used in the programing and enforcement monitoring of Council Approved "ParkFlag."

Subject to fiscal 2020 budget approval and Council's adoption, there would be a subsequent purchase of a new vehicle for Water Services SCADA/IS (Supervisory Control and Data Acquisition-Information Systems) programing and the potential purchase replacing M2003, a 1998 Ford Ranger assigned to the City's Facilities Maintenance Section.

ParkFlag has budgeted for this vehicle purchase from operational funds within their 2019 Budget. Water Services and Facilities Maintenance have requested the funding for their vehicle purchases in the 2020 Budget, currently under review. They are listed under the following accounts:

ParkFlag	2019 Chevrolet Bolt EV	061-07-231-0891-6-4401	36,954.23
Water Services SCADA-IS	2019 Chevrolet Bolt EV	202-08-307-1015-0-4401	36,954.23
Facilities Maintenance	2019 Chevrolet Bolt EV	001-06-152-0510-3-4401	36,954.23

 

Develop and Implement a Climate Action Plan
Goal T.3 Provide transportation infrastructure that is conducive to conservation, preservation and development goals to avoid, minimize or mitigate impacts on the natural and build environment

 No

1. Approve the purchase from of one (1) 2019 Chevrolet Volt EV in the amount of $36,954.23 from the lowest responsive, and responsible bidder submitted during the IFB process, Bid # 2019-82, which closed on March 5, 2019.
2. Not approve the purchase contract and direct staff to re-solicit a new invitation for bids.
3. Not approve the purchase in part or all.

Fleet Services arranged in providing a 2019 Chevrolet Bolt EV for City Staff to field test so as to properly evaluate its ability to meet the needs of their programs mission and operational conditions routinely encountered within the City of Flagstaff. Over 20 City Staff drove and rode in this vehicle over the course of the trial period. The overwhelming response was positive where cargo needs were flexible. Staff from ParkFlag and Water Services want to pursue adding this type of vehicle to their programs. Facilities Maintenance will have the opportunity to see first had, once the first two vehicles are acquired, if this vehicle can be incorporated into their program where cargo transport is flexible.

On February 12, 2019, the Purchasing Section posted an Invitation for Bids solicitation on the PlanetBids website and advertised in the Febryary 17 and February 24, 2019 Arizona Daily Sun. There were two bids opened on March 5, 2019 (bid summaries are identified in the Key Consierations section). Courtesy Chevrolet was determined to be the lowest responsive and responsible bidder.

• On March 5, 2019, two bids were received for the Chevrolet Bolt. The summary results are as follows:

                        Courtesy Chevrolet: $36,954.23,
                        Findlay Automotive of Arizona: $37,213.27
 

• Each replacement and new addition to the City's fleet was considered and approved by the City's Fleet Management Committee, which is comprised of representatives from most City Sections.
• Fleet Management considers re-purposing equipment whenever possible so as to maximize the use of these resources. Facilities Maintenance's vehicle, M2022 will be evaluated again upon the arrival of its replacement for this purpose.
• The City's Fleet Management replacement criteria sets target measures of fifteen (15) years or 150,000 miles (for this vehicle class) along with annual and life to date maintenance costs when replacing equipment. This ensures that vehicles are able to be used efficiently and maintenance can be delivered effectively.

 Staff put this bid solicitation on the internet in an attempt to secure the lowest possible bid.

Replacing equipment and vehicles that have extended beyond the criteria set by the Fleet Management Committee ensures that equipment functions properly and efficiently and is able to be serviced effectively. This allows City Staff to remain productive, without the interruption of faulty equipment.

In this case, purchasing full electric vehicles will further the City of Flagstaff's efforts in support of protecting the environment we have been entrusted with and hopefully inspire other businesses and residents to invest in like transportation opportunities.

To inform.