Consideration and Approval of Contract: Cooperative Purchase Contract with San Tan Ford for the purchase of Two 2026 Ford F150 XLT SuperCrew Hybrid Vehicles for the Police Department in the amount of $109,996.56 with Grant Funds.
 

1. Approve the Cooperative Purchase Contract with San Tan Ford for the purchase of Two 2026 Ford F150 XLT Hybrid 4x4 Vehicles for the Police Department in the amount of $109,996.56 with Grant Funds; and
2. Authorize the City Manager to execute the necessary documents.

Fleet is requesting City Council approval of the Cooperative Purchase Contract to authorize the purchase Two 2026 Ford F150 XLT Hybrid 4x4 for the Police Department through an ADOT Cooperative Purchase Contract W1F CTR059323- AZ STATE and includes a hybrid powertrain, with a total cost of $55,998.28 including taxes and fees times two equals a total amount of $109,996.56. Both vehicles align with operational needs and fleet replacement planning, and procurement will follow established purchasing requirements.  Both purchases were reviewed and approved by the Fleet Management Committee, Sustainability and are included in the FY 26 adopted budget. The City received a grant from the State of Arizona Department of Public Safety for Local Border Support which will fully fund the purchase of these vehicles.

Project Name: Purchase Contract with San Tan Ford for two (2) 2026 Ford F150 XLT Hybrid 4x4 for the Police Department. 
Cost: $109,996.56
Account Number Budgeted: 001-04-062-6426-2-4401
FY2027 Budgeted Amount: $120,000
Grant Funded: $120,000 (100% grant funded)
Funding Source: Department of Public Safety, Local Border Support Grant #2025-325

• In January 2026, the City Council approved Local Border Support Grant Agreement #2025-325 (attached to the Contract as Exhibit C) between the City of Flagstaff and the Arizona Department of Public Safety.
• On January 20, 2026, the City Council passed and adopted Resolution 2026-04, accepting the grant funds authorized by Local Border Support Grant Agreement #2025-325.

1. Do not approve the Cooperative Purchase Contract with San Tan Ford; or
2. Provide alternative procurement direction to staff and discuss further with end users.

The City maintains a structured fleet replacement and right-sizing process to ensure vehicles are safe, reliable, and aligned with operational needs while supporting sustainability goals where feasible. The Police Department is requesting two (2) Ford F-150 trucks which will be an addition to their fleet.  These vehicles were reviewed and approved by the Fleet Management Committee as part of the FY 26 budget process.  On January 1, 2026, the City Council approved an Intergovernmental Agreement between the City of Flagstaff and the State of Arizona through its Department of Public Safety for Local Border Support Grant Funds. The Flagstaff region includes both urban and rural transit corridors frequently exploited for narcotics movement, human trafficking, and associated violent crimes. The ability to operate in a low-visibility manner while maintaining secure, real-time communication with regional partners is vital to protecting officers, safeguarding communities, and ensuring mission success. These vehicles will directly strengthen local capacity to support state and federal border enforcement objectives, bridge resource gaps, and ensure coordinated, intelligence-driven operations against organized criminal enterprises.

Safe & Healthy Community: Enhance community engagement and strengthen relationships between the community and public safety; Support social services, community partners, and housing opportunities; Provide public safety services with resources, staff, and training responsive to the communities needs
Inclusive & Engaged Community: Enhance the City's involvement in community, education, and regional partnerships to strengthen the level of public trust

The Local Border Support Grant Agreement aligns with the Flagstaff Regional Plan Policy PF.3.1, which emphasizes maintaining high quality, effective, and efficient law enforcement, fire, and emergency services. This policy underscores the importance of balancing public safety services with the operational goals, government plans, policies, population needs, and available funding.

The proposed procurement of two pickup trucks is aligned with the City of Flagstaff’s Carbon Neutrality Plan by advancing a balanced, best-practice approach to municipal fleet management that integrates emissions reduction with operational necessity. The acquisition is consistent with the City’s EV-first and fleet rightsizing principles by documenting mission-critical requirements, evaluating lower-emission alternatives, and selecting vehicles that minimize lifecycle environmental impact while maintaining essential service delivery. These vehicles support practical law enforcement and field operations that require payload capacity, all-weather reliability, and access to varied terrain and functions that are not yet fully met by available zero-emission options at scale. As such, the procurement represents a responsible interim solution that avoids oversizing, prioritizes fuel efficiency and durability, and positions the City to transition to electric or zero-emission pickup platforms as technology and City infrastructure mature. This procurement advances the Carbon Neutrality Plan by ensuring fleet decisions are intentional, data-driven, and aligned with long-term emissions reduction goals, while safeguarding the Flagstaff Police Department’s ability to deliver core public safety and operational services.

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