7.D.
City Council Meeting - FINAL
- Meeting Date:
- 02/18/2025
- Co-Submitter:
- Nathan Naliborski
- From:
- Jen Brown, Facilities & Fleet Section Director
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with Phil Long Ford of Denver, LLC in the amount of $159,849.75, for the purchase of three 2024 Ford F150 Responder Units for use as Battalion Chief vehicles for the Flagstaff Fire Department.
STAFF RECOMMENDED ACTION:
- Approve Cooperative Purchase Contract with Phil Long Ford of Denver, LLC in the amount of $159,849.75, for the purchase of three 2024 Ford F150 Responder Units for use as Battalion Chief vehicles for the Flagstaff Fire Department; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Cooperative Purchase Contract will result in the purchase of three Ford F150 Responder Units for the Flagstaff Fire Department. These vehicle packages are purpose-built with specific modifications that enhance the vehicle's capability to perform public safety roles. Safety features designed for public safety roles as well as features that enable faster and more economical upfitting are part of the Responder package. One of the three vehicles is to replace a unit that has met its useful life in public safety. The second unit is to replace a unit involved in an accident (FFD was not at fault), totaling the unit. The third vehicle is for the EMS Battalion Chief position approved in FY24-25.
Financial Impact:
Project Name: Purchase Contract with Phil Long Ford of Denver, LLC for Three 2024 Ford F150 Responder Units
Cost: $159,849.75
Account Number and Amounts Budgeted:
This amount was approved by the Fleet Management Committee (FMC) to utilize these funds.
Funding Source: General Fund
Cost: $159,849.75
Account Number and Amounts Budgeted:
- $60,000 from account 001-03-051-0201-2-4401
- $6,132.80 from account 001-03-051-0200-2-4401
- $55,000 from account 001-03-051-0203-2-4401
- $39,742 in insurance recovery payment from a Battalion Chief vehicle totaled this fiscal year
- plus $11,246.44 will be paid from the fleet catastrophic fund
This amount was approved by the Fleet Management Committee (FMC) to utilize these funds.
Funding Source: General Fund
Policy Impact:
Two of these vehicles will support the Flagstaff Fire Department in sustaining the service levels of the Battalion Chief program. The third vehicle will enhance FFD’s operational capacity by equipping a newly established EMS Battalion Chief position with a dedicated response vehicle.
Previous Council Decision or Community Discussion:
None.
Options and Alternatives to Recommended Action:
- Do not approve the Cooperative Purchase Contract with Phil Long Ford of Denver, LLC for three 2024 Ford F150 Responder Units; or
- Provide alternative direction to staff and discuss further with end users.
Background and History:
The Flagstaff Fire Department has been approved to replace two Battalion Chief vehicles in Fiscal Year 2025, as one has surpassed the service life and mileage thresholds, and the second was totaled in an accident (FFD not at fault) last year. The department will acquire a third vehicle to support the newly established EMS Battalion Chief position. All vehicle acquisitions have been approved by the Fleet Management Committee (FMC).
The City Procurement Department approved the agency contract to allow the City to enter into a cooperative purchase contract with Phil Long Ford of Denver, LLC. The Interlocal Purchasing System (TIPS) and Department of Texas Region 8 Education Service Center (ESC8) conducted a competitive and open procurement process through Request for Proposal 240901 that resulted in Contract # 240901 with Phil Long Ford of Denver, LLC.
Connection to PBB Priorities and Objectives:
High-Performing Governance: Serve the public by providing high-quality customer service. Be an inclusive employer of choice by providing employees with the necessary tools, training, support, and compensation.
Safe and Healthy Community: Provide public safety services with resources, staff, and training responsive to the community’s needs.
Safe and Healthy Community: Provide public safety services with resources, staff, and training responsive to the community’s needs.
Connection to Regional Plan:
N/A
Connection to Carbon Neutrality Plan:
N/A
Connection to 10-Year Housing Plan:
N/A
Connection to Division Specific Plan:
The replacement of the normal life unit was planned in the FFD 5-year strategic plan along with the EMS Battalion Chief vehicle if the position was approved in FY24-25 as planned/requested.