10.B.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 11/16/2021
Information
TITLE:
Consideration and Approval of Contract: The Contract for Materials with San Tan Auto Partners d/b/a San Tan Ford for four (4) 2022 Ford Police Interceptor Utility Hybrid vehicles in the amount of $161,776.04.
STAFF RECOMMENDED ACTION:
- Approve the Contract for Materials with San Tan Auto Partners d/b/a San Tan Ford for four (4) 2022 Ford Police Interceptor Utility Hybrid vehicles in the amount of $161,776.04 (includes all applicable taxes and fees); and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
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 October of 2021, the City conducted a formal solicitation (#2022-42) through and Invitation for Bids (IFB) process in which local and statewide vendors were asked to bid in this open and competitive solicitation process. The City followed all State and City procurement codes and rules.
Financial Impact:
The Police Department received $200,000 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.
Policy Impact:
There is no known or projected impact to policy regarding this matter.
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Council Goals-
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
City of Flagstaff Climate Action Adaptation Plan: Reduce emissions, increase the number of alternative fuel vehicles in the City fleet and reduce the City of Flagstaff's carbon footprint.
Regional Plan
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
City of Flagstaff Climate Action Adaptation Plan: Reduce emissions, increase the number of alternative fuel vehicles in the City fleet and reduce the City of Flagstaff's carbon footprint.
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Strategic Plan
Provide Exceptional Service: Provide employees with tools, training, and support.
Invest in Our People: Ensure effective resources for employees.
Invest in Our People: Ensure effective resources for employees.
Has There Been Previous Council Decision on This:
None
Options and Alternatives:
- Approve the contract award to San Tan Auto Partners d/b/a San Tan Ford for the purchase of four (4) 2022 Ford Police Interceptor Hybrid Utility vehicles in the amount of $161,776.04; or
- Approve the contract award to San Tan Auto Partners d/b/a San Tan Ford for the purchase of a fewer number of 2022 Ford Police Interceptor Hybrid Utility vehicles; or
- Do not approve the purchase of the Police Interceptor Hybrid Utility vehicles.
Background and History:
All four (4) 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 the City. 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 allow 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.
The City's Purchasing section posted an “Invitation For Bids” (IFB #2022-42) to the City’s online bid system (PlanetBids). The Invitation For Bids was for the purchase of four (4) 2022 Ford Police Interceptor Hybrid Utility Vehicles. There were three (3) bids received, they were: (1) San Tan Auto Partners d/b/a San Tan Ford; (2) PFVT Motors; and (3) Tom Jones Ford.
San Tan Auto Partners d/b/a San Tan Ford was determined to be the lowest responsible respondent with a total bid of $161,776.04 for four (4) vehicles which includes all applicable taxes and fees.
The term of the contract is for one (1) year from the date of the contract execution with an allowance for additional purchases of the Ford Police Interceptor Utility Vehicles, if needed, within that time frame.
The Ford Police Interceptor Utility Hybrid vehicles allow 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.
The City's Purchasing section posted an “Invitation For Bids” (IFB #2022-42) to the City’s online bid system (PlanetBids). The Invitation For Bids was for the purchase of four (4) 2022 Ford Police Interceptor Hybrid Utility Vehicles. There were three (3) bids received, they were: (1) San Tan Auto Partners d/b/a San Tan Ford; (2) PFVT Motors; and (3) Tom Jones Ford.
San Tan Auto Partners d/b/a San Tan Ford was determined to be the lowest responsible respondent with a total bid of $161,776.04 for four (4) vehicles which includes all applicable taxes and fees.
The term of the contract is for one (1) year from the date of the contract execution with an allowance for additional purchases of the Ford Police Interceptor Utility Vehicles, if needed, within that time frame.
The formal procurement was posted on PlanetBids October 5, 2021, and closed October 20, 2021. The public notice of the formal bid was published in the Arizona Daily Sun October 10 and 17, 2021. As mentioned earlier, this was a formal Invitation for Bids and resulted in three bid submittals, all of which were determined to be responsible and responsive bids. The recommendation to City Council is to award the contract to San Tan Auto Partners d/b/a San Tan Ford. The following are the responsible and responsive bids that were received as a result of this formal solicitation:
San Tan Auto Partners d/b/a San Tan Ford = $161,776.04
PFVT Motors, LLC = $162,606.72
Tom Jones Ford LLLP = $163,548.29
Key Considerations:
In addition to lead time from the factory, the vehicles take another four (4) to six (6) weeks per unit to be built into a functional patrol vehicle.
The purchase being recommended has 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.
The purchase being recommended has 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.
Community Benefits and Considerations:
None
Community Involvement:
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.
Expanded Options and Alternatives:
None