9.I.
City Council Meeting - FINAL
- Meeting Date:
- 02/06/2024
- From:
- Kristin Decker, Special Services Supervisor
Information
TITLE:
Consideration and Approval of Contract Ratification: Cooperative Purchase Contract with PFVT Motors, Inc. LLC (DBA Peoria Ford) in the amount of $255,962.97, in addition to other fees and taxes for the purchase of four fully electric Ford Lightning F150s (3 for FPD and 1 for Engineering).
STAFF RECOMMENDED ACTION:
- Ratify the Cooperative Purchase Contract with PFVT Motors, LLC (DBA Peoria Ford) in the amount of $255,962.97, in addition to other fees and taxes for the purchase of four fully electric Ford Lightning F150s (3 for FPD and 1 for Engineering); and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The Cooperative Purchase Contract will result in the purchase of four fully electric Ford Lightning F150s:
- The City of Flagstaff Police Department (FPD) seeks to purchase three of the pick-up trucks. One to be utilized in the Police Aide fleet, and two will refresh the FPD administrative fleet.
- The City Engineering & Capital Improvements Division - Inspections department seeks to purchase one pick-up truck to replace a vehicle approved for replacement.
Financial Impact:
FPD will be utilizing $163,833.57 from rolling stock account 001-04-061-0221-2-4401 and the remaining balance of $21,000.00 will be supplemented from the Fleet Electrification Fund.
City Engineering & Capital Improvements Division will be utilizing $63,356.38 from rolling stock account 001-10-102-0314-4-4401 and the remaining balance of $7,773.02 will be supplemented from the Fleet Electrification Fund.
City Engineering & Capital Improvements Division will be utilizing $63,356.38 from rolling stock account 001-10-102-0314-4-4401 and the remaining balance of $7,773.02 will be supplemented from the Fleet Electrification Fund.
Policy Impact:
There is no known or projected impact to policy regarding this matter.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
Regional Plan
Personnel: Attract and Retain Quality Staff
Provide Exceptional Service: Provide employees with tools, training and support.
Invest in Our People: Ensure effective resources for employees.
Transportation and Other Public Infrastructure: Replacing aging infrastructure.
Provide Exceptional Service: Provide employees with tools, training and support.
Invest in Our People: Ensure effective resources for employees.
Transportation and Other Public Infrastructure: Replacing aging infrastructure.
Carbon Neutrality 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
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical and ambulance service.
Has There Been Previous Council Decision on This:
No.
Background and History:
In an effort to assist the City in meeting it's goal to reduce the carbon footprint, FPD has identified two areas where an all-electric vehicle would be an appropriate and functional addition to the fleet. The first identified use is for our Police Aide Fleet. There is currently one Ford Lightning F150 in this fleet. This additional unit would be for the Police Aide stationed at City Hall. The two other Ford Lightning F150s will assist in refreshing the Administrative Fleet which could include use by a Deputy Chief, Lieutenant, or Detectives. All three vehicles will be up-fitted with lights, sirens and radios as they may be called upon to respond to major incidents or accidents within the Flagstaff Community.
City Engineering & Capital Improvement - Inspections department has six employees that utilize pick-up trucks to access construction sites, store inspection equipment, and deliver materials such as fire hydrants and meter boxes as needed. The inspections manager currently has a fully electric Ford Lightning pick-up truck. The requested Ford Lightning F150 replaces a 2006 pick-up truck and will be the second fully electric vehicle in the Inspections fleet.
The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Arizona Department of Transportation (ADOT) conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM004157 that resulted in Contract No. CTR059322 with PFVT Motors, Inc. (dba Peoria Ford). This contract has been verified as valid and appropriate for the purchase of the specified vehicles and presents the best value to the City. The ratified purchase came about with securing the end of the year drop in prices that Procurement decided was important to utilize as to save large amounts of funding.
PFVT, LLC (DBA Peoria Ford) is currently under a state contract. They have gone through a competitive process and offer competitive rates for government entities. An agreement will be developed, upon Council approval, to complete the purchase of these vehicles. These vehicles are currently in stock and available on the lot of Peoria Ford.
City Engineering & Capital Improvement - Inspections department has six employees that utilize pick-up trucks to access construction sites, store inspection equipment, and deliver materials such as fire hydrants and meter boxes as needed. The inspections manager currently has a fully electric Ford Lightning pick-up truck. The requested Ford Lightning F150 replaces a 2006 pick-up truck and will be the second fully electric vehicle in the Inspections fleet.
The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Arizona Department of Transportation (ADOT) conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM004157 that resulted in Contract No. CTR059322 with PFVT Motors, Inc. (dba Peoria Ford). This contract has been verified as valid and appropriate for the purchase of the specified vehicles and presents the best value to the City. The ratified purchase came about with securing the end of the year drop in prices that Procurement decided was important to utilize as to save large amounts of funding.
PFVT, LLC (DBA Peoria Ford) is currently under a state contract. They have gone through a competitive process and offer competitive rates for government entities. An agreement will be developed, upon Council approval, to complete the purchase of these vehicles. These vehicles are currently in stock and available on the lot of Peoria Ford.
Key Considerations:
The purchase of the Ford Lightning F150s have been reviewed and approved by both the Fleet Management Committee and the Budget Committee.