Consideration and Approval of Purchase:  One (1) Lubrication and fuel service body to be installed on a City owned cab/chassis. 

Reason for Action: The existing fuel/lubrication truck (S7013) is 23 years old and has reached the end of its asset life. This unit has over 136,000 miles and over $141,000 of life to date maintenance expense. Both the cab/chassis and fuel/lubrication tanks are in need of further investment including repairing a cracked frame and replacing rusted fluid tanks.

The quoted list price of the lubrication and fuel service body including installation on a currently City owned cab/chassis is $129,215.95. Fleet Service Section budgeted $207,100. for the replacement of this equipment (account 001-06-154-0552-3-4401).

Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics and ensure that we are as prepared as possible for extreme weather events.

No

December 2014, Fleet Services sought approval from the Fleet Management Committee to retire S7013 (1993 International) and S7053 (1992 Ford 1.5 ton) with one (1) smaller service and fuel service truck. This request was approved and subsequently approved in the City’s 2016 budget. The amount that was approved for this purchase was $207,100. In our continuing efforts to down size the City’s fleet, when it makes sense to re-purpose underutilized equipment, we do so.  Fleet has negotiated the transfer of Solid Waste asset G8105 (2011 UD Nissan with less than 3000 miles) to Fleet. Fleet will use G8105’s cab chassis instead of purchasing a new one for the new lubrication and fuel service body. This will result in a savings of $77,884. This one (1) transaction will result in a net reduction to the City’s fleet by two (2) vehicles. The collection body will be traded in to offset a future purchase pending for Solid Waste.

The City of Flagstaff will utilize the City of Tucson NIPA Co-Op contract #120377 with Empire Truck and Trailer.

Fleet Services current fuel/lubrication vehicle has become obsolete with some replacement parts no longer available. This proposal re-purposes a currently City owned cab/chassis with no further investment other than the service body and saves $77,884. budgeted for this purchase. In addition Fleet Services will retire two vehicles (S7013, S7053). This will allow Fleet Service to provide better field service with one (1) multi-function vehicle.  

Approval of this proposal will result in saving $77,884 in capital expenditures. In addition it will result in a reduction in ongoing operating expense by combining functions currently carried out by two (2) separate vehicles and re-purposing a 3rd vehicle currently underutilized in its current configuration.

The replacement of Fleet Services lubrication and fuel service vehicle will ensure Fleet Services ability to provide both preventative and emergency maintenance in the field. In addition, Fleet Services will have a safe and reliable fuel delivery vehicle to provide additional support to those Sections that provide front line service to the citizens of Flagstaff.

Inform