7.F.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 12/05/2023
- Co-Submitter:
- Nathan Naliborski
- From:
- Mark Wilson, Deputy Fire Chief
Information
TITLE:
Consideration of Ratification and Approval of Contract: Contract for Purchase of Two Toyota Rav 4 Hybrid Vehicles from Findlay Toyota Scion Flagstaff in the amount of $73,036.15, plus other fees and taxes.
STAFF RECOMMENDED ACTION:
- Ratify and approve the Contract for Purchase of two Toyota Rav4 Hybrid Vehicles from Findlay Toyota Scion Flagstaff in the amount of $73.036.15, plus other fees and taxes; and
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
These new units would replace the 16-year-old and 15-year-old vehicles currently driven by FFD inspectors. The current units have continued to have maintenance and repair issues, with parts being very difficult to find as they were some of the first hybrid units made by Ford. In the past two years, these units have been out of service for over five months combined, due to repair issues. The FLEET committee, including, the Sustainability representative, unanimously approved the purchase of the Toyota Rav4 Hybrid Vehicles over the EV due to accessibility being very limited around the State/Region and cost differentiation kept the Fire Department within the approved budget. Due to the industry's extremely limited supply, approval from the City Manager's Office was requested and provided to purchase the vehicles and authorize the ratification process for the contract in order to secure these two units.
Financial Impact:
Both units were approved by FLEET, the Budget Team and City Council for purchase during the current fiscal year. The approved FY2023-24 budget amount within the Fire Department budget was for $83,000, and this purchase stays within that budget. Any remaining funds will be used to outfit the units with necessary equipment to make them functional and safe in the field.
Policy Impact:
The FLEET committee, including, the Sustainability representative, approved the purchase of the Toyota Rav4 Hybrid Vehicles.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Regional Plan
Safe & Healthy Community:
Provide public safety services with resources, staff & training responsive to the community’s needs
Provide public safety services with resources, staff & training responsive to the community’s needs
Regional Plan
Regional Plan: Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service. Policy PF.3.1. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operations, plans, public policies, population served, and monies available.
Has There Been Previous Council Decision on This:
Funding approved in the current adopted fiscal year budget.
Background and History:
Both of the current units were purchased new in 2007 and 2008. They have been utilized by the Fire Department the entire time with incurred maintenance costs over 50% compared to the purchase price for the life of the vehicle. They have been out of service due to repair and parts issues for a combined period of over 5 months.
The Procurement Department for the City of Flagstaff determined that there was competition impracticable due to the fluctuations of the vehicle industry. Findlay was able to quickly obtain the vehicles that met the needs of the Fire Department. A Purchase Contract was drafted to allow the department to order the vehicles, and the Fire Department received approval from the City Managers Office to proceed with the purchase through City Council ratification of the contract.
The Procurement Department for the City of Flagstaff determined that there was competition impracticable due to the fluctuations of the vehicle industry. Findlay was able to quickly obtain the vehicles that met the needs of the Fire Department. A Purchase Contract was drafted to allow the department to order the vehicles, and the Fire Department received approval from the City Managers Office to proceed with the purchase through City Council ratification of the contract.
Key Considerations:
The units drive our Fire inspectors around the City to ensure fire code safety and compliance measures are in place for new and current high risk and assembly type facilities.
Community Benefits and Considerations:
Funding for these units come from the following accounts:
001-03-051-0200-2-4401
001-03-051-0201-2-4401
001-03-051-0200-2-4401
001-03-051-0201-2-4401
Community Involvement:
Purchasing these new Two Toyota Rav 4 Hybrid Vehicles from Findlay Toyota Scion Flagstaff will continue to support sustainable replacement vehicles while allowing the Fire Department to meet its mission and community expectations.