Consideration and Approval of Purchase:  The purchase of four (4) 2021 Ford Police Interceptor Utility Hybrid vehicles, in the amount of $152,108.55 from San Tan Ford.

1. Approve the contract with San Tan Ford for the purchase of four (4) 2021 Ford Police Interceptor Utility Hybrid vehicles, a total cost of $152,108.55 (includes all applicable taxes and fees).
2. Authorize the City Manager to execute the necessary documents.

The City of Flagstaff Police Department seeks to purchase four (4) police vehicles. This purchase is needed to maintain a healthy and functional police fleet, as well as help the City meet its Climate Action Adaptation Plan. The acquisition of these four (4) vehicles has been approved by the Fleet Management Committee as well as the Budget Committee. In December 2020, the City held a formal solicitation of Bid #2021-58 in which local and state vendors applied to this competitive solicitation. The City followed all State and the City procurement codes and rules.

The Police Department received $156,000.00 from the Fleet Management Committee for FY 2020-2021, to purchase the four (4) vehicles; these monies are currently in the Rolling Stock account (001-04-061-0221-2-4401). With the purchase of these four (4) vehicles, four (4) older, non-hybrid vehicles will be rotated out of the police fleet and be listed for auction.

There is no known or projected impact to policy regarding this matter.

Priority Based Budget Key Community Priorities and Objectives
Regional Plan

None. 

1) Approve the contract award to San Tan Ford for the purchase of four (4) 2021 Ford Police Interceptor Hybrid Utility vehicles in the amount of $152,108.55; or

2) Approve the contract award to San Tan Ford for the purchase of a fewer number of 2021 Ford Police Interceptor Hybrid Utility vehicles; or

2) Not approve the purchase of the Police Interceptor Hybrid Utility vehicles.

All four of these Emergency Response police vehicles are for the Police Department (Patrol), and all are replacement vehicles. . All vehicles being presented to the City Council for purchase have been reviewed, evaluated and approved by the Fleet Management Committee, which is comprised of the Fleet Superintendent, line workers, and supervisors throughout our organization. During the review/replacement process, the Fleet Superintendent along with his staff first evaluates the vehicles proposed for replacement. In performing their evaluation, they review fiscal year-to-date as well as life-to-date maintenance costs to determine if the vehicle or equipment has had any recent major component overhaul or replacement. If the existing units are mechanically sound and the body is in fairly good condition, the unit is usually recommended for retention for another year. If a unit has incurred a significant number of expenditures and is likely to experience major component failures, the unit will be recommended for replacement by the Fleet Superintendent and forwarded to the City Fleet Management Committee for replacement consideration.

The Ford Police Interceptor Utility Hybrid vehicles allows for more versatility and provide more space and room for the officer and the amount of equipment needed to perform their daily work duties. The Police Department will purchase all new equipment (lights, partitions, radio consoles, etc.) in order to have a complete patrol vehicle. The Police Department will continue to find cost effective solutions to build patrol vehicles which are safe, reliable and allow the officers to properly conduct their job duties.
 
An “Invitation For Bid” (IFB #2021-58) was posted to the City’s online bid system (Planet Bids). The Invitation For Bid was for the purchase of four (4) 2021 Ford Police Interceptor Hybrid Utility Vehicles. There were four (4) bids received, they were: (1) San Tan Ford, (2) PFVT Motors, (3) Tom Jones, and (4) Babbitt Ford.
 
San Tan Ford was determined to be the lowest responsible respondent with a total bid of $152,108.55 ($38,027.14 per vehicle) which includes all applicable taxes and fees.
 
The term of the contract is for one (1) year from the date of the contract with an allowance for additional purchases of the Ford Police Interceptor Utility Vehicles, if needed, within that time frame.

A formal procurement was opened on PlanetBids December 2, 2020 and closed December 26, 2020 and published in the Arizona Daily Sun December 13 and 20, 2020. This was an Invitation for Bids (IFB) resulting in four submitted bids, three were determined to be responsible responsive bids, and one bidder withdrew their bid. The intended choice to award is to San Tan Partners, An Arizona Limited Liability Corporation. The following are the responsible bids that were received as a result of this formal solicitation:
 

• San Tan Auto Partners = $152,108.55
• PFVT Motors, LLC = $155,463.48
• Tom Jones For LLLP = $155,890.71
• Babbitt Ford = Vendor withdrew their bid

In addition to lead time from the factory, vehicles take another four (4) to six (6) weeks per unit to be built into a functional patrol vehicle.
 
The purchase 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 towards the City Climate Action Adaptation Plan goals.

None

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.  Moving to the hybrid platform will also help reduce fuel consumption and reduce our community's carbon footprint.

Inform