Consideration and Approval of Contract:  Purchase of five (5) vehicles from Courtesy Chevrolet for the total amount of $139,690.24.

In October 2017, after a formal solicitation in Bid # 2018-11, the City entered into a Contract for the purchase of fleet committee approved vehicles which authorized the City to make additional purchases during the one-year term of the Contract. 

Fleet Management has identified three (3) vehicles in the City's Fleet that have "aged out" per policy, meaning, that they are 15 years old or have reached a mileage of 150,000 or are not mechanically sound. This includes one (1) vehicle for Building Inspection - Public Works, and (2) vehicles for Meter Services.

In addition, Water Conservation and the Flagstaff Convention & Visitors Bureau have been approved to purchase (2) new vehicles through the City's justification process overseen by the Fleet Management Committee and the Budget Committee. 

Water Conservation's vehicle will be used 5-7 days each week for code enforcement, water audits, and outreach travel. The Convention & Visitors Bureau will be used for transporting staff to/from trade-shows, sales missions, and for industry partner outreach. In addition, the vehicles will also be used for promotional purposes as it will have a full marketing wrap, showcasing Flagstaff.

The previously listed City sections have budgeted for the replacement/addition of these vehicles in their fiscal 2019 budgets. They are listed under the following accounts:

 

Development Services	Equinox	001-05-104-0330-4- 4401	$27,000
Meter Services	Two (2) Colorado Mid Size Pickups	001-02-033-0127-1- 4401	$62,000
Water Conservation	Equinox	202-08-304-1062-0- 4401	$30,000
Convention & Visitors Bureau	Traverse	053-07-214-0850-4-4401	$30,000

Deliver quality Community assets and continue to advocate and implement a highly performing multi-modal transportation system.

Yes. There had been a formal solicitation in Bid # 2018-11 for the purchase of fleet vehicles. Bids were submitted from Midway Chevrolet, Terry Marxen and Courtesy Chevrolet.  Courtesy Chevrolet was the lowest, responsive, responsible Bidder. In October 2017, the City entered into a Contract with Courtesy Chevrolet. These current purchases of fleet vehicles are authorized by the resulting Contract.  These fleet vehicles are budgeted for FY 2019 and are replacement/additional vehicles for multiple programs used in the course of City Staff providing service the citizens of Flagstaff.
 

1.  Approve the subsequent purchase from the lowest, responsive,  responsible, respondent submitted during the competitive bid solicitation process, Bid # 2018-11, contracted October 2017, per the terms of the Contract; or
2.  Not approve the purchase contract and direct staff to re-solicit a new Invitation for Bids.

The City's Fleet Management replacement criteria has target considerations of 15 years or 150,000 miles along with life to date maintenance costs when considering replacing equipment.

Each section with replacement or new vehicle needs budgeted for these replacements in Fiscal Year 2019. Solicitation 2018-11 was communicated through a web based procurement platform (Planetbids) from August 2, 2017 through September 7, 2017. The City received three (3) bids, with Courtesy Chevrolet being the lowest, responsive, responsible respondent. By taking advantage of the one-year clause in the Contract, the City will purchase 2019 vehicles at 2018 prices.

• The City's Fleet Management replacement criteria sets target measures of fifteen (15) years or 150,000 miles 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.
• Each replacement and new addition to the fleet was considered and approved by the City's Fleet Management Committee, which is comprised of representatives from most City Departments.
• Fleet Management considers re-purposing equipment whenever possible so as to maximize the use of these resources.

Staff is able to leverage buying power, thus, lowering the cost of fleet vehicles through combining equipment needs into one larger volume purchase.

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 allow City Staff to do their jobs without the interruption of faulty equipment.

To inform.