Consideration and Approval of Contract:  Approve the First Amendment to the Cooperative Purchase Contract with Pride Outfitting, LLC to upfit/outfit emergency equipment on an additional six patrol vehicles in an amount not to exceed $138,454.34.
 

1. Approve the First Amendment to the Cooperative Purchase Contract with Pride Outfitters, LLC to upfit/outfit emergency equipment on an additional six patrol vehicles in an amount not to exceed $138,454.34; and 
2. Authorize the City Manager to execute all the necessary documents.

The First Amendment will upfit/outfit emergency equipment on an additional six patrol vehicles in an amount not to exceed $138,454.34. The original Cooperative Purchase Contract approved by Council was for the same materials and services for four other patrol vehicles in an amount not to exceed $88,000. The total cost for upfitting/outfitting for the original Cooperative Purchase Contract and the First Amendment results in an amount not to exceed $226,454.34. 

In the summer of 2023, the Flagstaff Police Department (FPD) received delivery of new vehicles for use in our patrol fleet. The purchase of these vehicles were approved through the Fleet Management Committee. As is common, these vehicles arrived without the emergency equipment including lights, sirens, radios, and decals. Funds for the upfit/outfit of the patrol vehicles come directly out of the FPD budget as a separate line item. FPD is seeking to use these funds to upfit/outfit the new patrol vehicles so they can be used for their intended function as public safety vehicles.

FPD has funds identified and allocated for FY 2023-2024 under account 001-04-061-0221-2-4305 for this purchase. In addition, the Budget Team granted an additional $100,000 mid year to complete the upfit/outfit of the remaining patrol vehicles purchased and received in the summer of 2023. 

Total cost of the First Amendment to the Cooperative Purchase Contract: $138,454.34.

During the October 17, 2023, City Council Meeting the original Cooperative Purchase Contract with Pride Outfitters, LLC was discussed and approved.

1. Approve the First Amendment to the Cooperative Purchase Contract with Pride Outfitters, LLC to upfit/outfit six patrol vehicles; or
2. Approve an amendment to the Cooperative Purchase Contract with Pride Outfitters, LLC to upfit/outfit less than six patrol vehicles; or
3. Deny approval of additional upfitting/outfitting by Pride Outfitters, LLC.

If the First Amendment is not approved, or only approved for a portion of vehicles less than the six requested, FPD would have to wait for the upfitting/outfitting of these patrol vehicles until the next budget year.

Original cooperative contract 2024-55 council approved 10/17/2023, item 8.G. The Purchasing Section has reviewed the competitively solicited cooperative purchase options available and confirmed that Maricopa County conducted a competitive and open procurement process through Request for Proposal Solicitation No. 190170-S that resulted in Contract No. 190170-S with Pride Outfitters, LLC. This cooperative contract has been verified as valid and appropriate for the purchase of the specified services and presents the best value to the City. The current request to approve an amendment will authorize an additional six patrol vehicles to be professionally upfitted/outfitted for Flagstaff Police Department use.

High Performing Governance
-Serve the public by providing high quality customer service.
-Encourage public trust through transparency, accessibility, and us of the City's public participation policy.
Safe and Healthy Community
-Enhance community engagement and strengthen relationships between the community and public safety services.
-Provide public safety services with resources, staff, and training responsive to the community's needs.

Goal E&C.2 Reduce Greenhouse Gas Emissions.

It is a priority for the Flagstaff Police Department to seek hybrid vehicle models for patrol. Of the 10 patrol vehicles referenced in this amendment, 9 are gasoline models. At the time of the purchase of these 9, we had been waiting 2 years for delivery of Ford Hybrid Explorers. The contractor ultimately canceled this order due to supply issues. Our patrol fleet was at a critical low due to vehicles aging out, mechanical issues or vehicles lost due to accidents. With the support of the City Manager, Sustainability, Fleet and ultimately Council, we were authorized the purchase of the gasoline models. We now have 4 electric trucks in our fleet and 30% of the remaining patrol fleet is hybrid.

None.