Consideration and Approval of Contract:  Contract for the purchase of up to (6) Toyota Rav 4 Prime Plug-In Hybrid Electric Vehicles (PHEV) in an amount not to exceed $318,718.02 ($53,119.67 per unit).
 

1. Approve Contract with Findlay Toyota of Flagstaff for the purchase of up to (6) Toyota Rav 4 Prime PHEV SUV's for an amount not to exceed $318,718.02 for use by the Library, Code Compliance, Fleet Services (Pool Vehicle), and Building Inspections programs. 
2. Authorize the City Manager to execute the necessary documents.

The City of Flagstaff solicited to procure and purchase six (6) Toyota RAV4 Prime plug-in hybrid electric vehicles (PHEV). The procurement was conducted through an Invitation for Bid (IFB), identified by solicitation number 2025-25.  The primary objective of this procurement is to align with our commitment to the Carbon Neutrality Plan. By integrating these hybrid vehicles into our fleet, we aim to reduce our carbon footprint and progress towards our sustainability goals. The responsive bidder was identified as Findlay Toyota Flagstaff. Their proposal met all specified requirements, and their offer was evaluated and selected based on merit and compliance with the bid criteria.  The six (6) Toyota RAV4 Prime vehicles will be allocated to the Fleet (pool vehicle), Code Compliance, Building Inspections (3), and the Library. 

Type:  Toyota Rav 4 Prime PHEV Suv's
Maximum: $53,119.67 per unit
Quantity: 6

The Fleet Management Committee (FMC) has approved in FY 24/25 replacements for the following departments.  The following are the departments and their funding sources:
Fleet -  001-06-154-0554-3-4401 - $60,000 available
Code Compliance FMC - approved replacement FY24 001-05-122-0336-4-4401 - $40,000 available. EV replacement fund providing additional funding up to $13,119.67  -
001-06-154-0552-3-4401 
Building Inspections FMC approved replacements (3) FY24 and FY 25 - 001-05-122-0334-4-4401 - $170,000 available
Library FMC approved replacement FY 25 mid-year request and Coconino County Library District Taxes Funded - 030-07-037-6003-5 - $53,119.67

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1. Do not approve the contract with Findlay Toyota for the purchase of up to (6) Rav 4 Prime PHEV vehicles: or 
2. Provide an alternative direction to staff and discuss further with end users. 

The City of Flagstaff Fleet Services is committed to achieving its Carbon Neutrality Plan. One crucial aspect of this plan is the transition to more environmentally friendly transportation options, such as hybrid and electric vehicles.

To support this transition, the procurement process for six (6) Toyota RAV4 Prime plug-in hybrid electric vehicles (PHEV) was initiated. The process commenced with the issuance of an Invitation for Bid (IFB), identified by solicitation number 2025-25. This IFB aimed to solicit competitive bids from potential suppliers to ensure the procurement of vehicles that meet the city's requirements for performance, sustainability, and cost-effectiveness.

By acquiring these hybrid vehicles, the City of Flagstaff is taking significant steps towards its goal of carbon neutrality. The integration of these PHEVs into various departments, including Fleet, Code Compliance, Building Inspections, and the Library, underscores the city's commitment to reducing its carbon footprint and promoting sustainable practices.

Procurement submitted a formal bid request on 10/14/2024 on PlanetBids. Posted to Arizona Daily Sun on October 22 & November 2, 2024. On November 8, 2024, the bid solicitation with one submission. Upon review, one vendor was deemed responsive and responsible. Fleet Manager and Purchasing Manager confirmed with Findlay their abilities to provide the requested vehicles in alinement for the IFB bid submission. 

High-Performing Governance: Serve the public by providing high-quality customer service. Be an inclusive employer of choice by providing employees with the necessary tools, training, support, and compensation. 

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By opting for plug-in hybrid electric vehicles (PHEVs) which also satisfy departmental requirements, we aim to minimize the operation of fossil fuel vehicles without compromising service levels or mileage capacity. The Toyota RAV4 Prime boasts an impressive combined MPGe rating of 94, with an all-electric range of 42 miles, enabling full EV operation for local activities.

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