Consideration of Ratifying of Contract:  Ratify the Retail Purchase Agreement with Jeff Wyler Columbus, Inc. in the amount of $60,475 for a Chevrolet 3500 HD Silverado Truck with Dump Bed and Accessories.

1. Ratify the Retail Purchase Agreement with Jeff Wyler Columbus, Inc. in the amount of $60,475 for a Chevrolet 3500 HD Silverado Truck with Dump Bed and Accessories; and
2. Direct the City Manager to execute the necessary documents.

With the current global issues regarding fleet equipment in general, Parks chose to review holistically the fleet assigned to both the Parks and Recreation Sections in an effort to reassign vehicles for effective operational usage and to attempt to electrify future fleet in the Division. The majority of fleet equipment has been in a myriad of deliverables since the onset of the pandemic and continues to encounter newfound issues. Through the holistic review, Parks identified the need for one (1) 3/4-ton truck with specific accessories/functions that could accommodate many uses within the Section making way for the Sections' first electric vehicle later this fiscal year.  

With the support from Fleet and Procurement, a 2021 Chevrolet 3500 4WD with a dump bed and accessories was located in Ohio. This was the only vehicle of this kind available in the continental United States. The City received a quote for $60,475.00. If the vehicle was not purchased immediately, the City would lose the opportunity that the dealership, Jeff Wyler Columbus, Inc., was providing with a 24-hour opportunity to enter into the Retail Purchase Agreement.

The Parks Section has funding available in rolling stock fleet (001-06-155-0567-5-4401) for fiscal year 2021-2022.

Priority Based Budgeting Council Results and Definitions: Safe and Healthy Community and Sustainable, Innovative Infrastructure by promoting physical health through providing recreational opportunities, parks, open space. Also, providing multiple transportation options (maintenance of the FUTS) and deliver outstanding services to residents through a healthy, well maintained infrastructure system.  
 

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Parks staff reviewed the fleet available between the two Sections (Parks and Recreation) to identify the largest need, while creating the ability to bring forward the first electric vehicle into the Division later this fiscal year.  By shifting fleet resources and making the best possible use out of each current piece of equipment, Parks located the need for a 3/4-ton pickup truck with dump bed and accessories. 

The electric vehicle market for pickup trucks has yet to become affordable based on current budgeted funds and is experiencing deliverable issues globally. The global availability of non-electric pickup trucks is also meek at best at this time including a vehicle with the identified accessories needed by the Section. City Fleet located the one (1) 3/4-ton truck with dump bed available in the contiguous United States with pricing that closely matched that of the State contract with Chevrolet.  With City Manager approval, Parks and Fleet issued a purchase order for the sole source procurement of a 2021 Chevrolet 3500 Truck with dump bed and accessories the Jeff Wyler Columbus, Inc. dealership in Ohio in the amount of $60,475.00.

Due to the shortage of vehicles nationally and locally as of late, Procurement determined this purchase to be a sole source with no other options that were viable. An approved Sole Source Procurement form is attached along with the Purchase Order and Invoice.

The vehicle has been purchased in full and this request is to ratify the purchase due to the amount being over the $50,000 threshold requiring City Council approval. Due to the extremely limited availability of vehicles at this time, and the limited time opportunity presented by the dealer, it was deemed essential to move forward with the purchase with City Manager approval and to follow up to seek approval from the City Council.  As part of the holistic approach to reviewing the fleet of two Sections, this truck purchase satisfies many current needs of the Parks Section for maintenance of the Flagstaff Urban Trail System and parks grounds. Staff has put into motion a plan that means this truck purchase is hopefully the last gas-powered engine purchase for the Division and the rest of the fleet can transition to electric as those vehicles become more available.