8.B.
City Council Draft Agenda
- Meeting Date:
- 10/03/2017
- Co-Submitter:
- Damian Gallegos
- From:
- Chad Smith, Special Services Supervisor, Police Department
TITLE:
Consideration and Approval of Purchase: Four 2018 Police Interceptor Utility Vehicles in the amount of $120.812.20 from PFVT Motors, LLC (Peoria Ford).
STAFF RECOMMENDED ACTION:
Approve the purchase of four 2018 Police Interceptor Utility Vehicles at a total price of $120,812.20 (includes all applicable taxes and fees) from Peoria Ford.
Executive Summary:
The City seeks to replace four current police vehicles based on the age, mileage and/ or other contributing factors used to appropriately determine the fiscally responsible time to retire a vehicle. The total purchase price exceeds $50,000.00, and therefore requires Council approval. The purchase of these four 2018 vehicles has been approved by the Fleet Management Committee as well as the Budget Committee.
Financial Impact:
The FY 2018 Budget includes a budget of $123,000 in account 001-04-061-0221-2-4401 for the purchase of four 2018 Police Interceptor Utility Vehicles.
Policy Impact:
There is no known or projected impact to policy regarding this matter.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
City Council Goals-
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
Code Compliance: Establish Proactive Enforcement of the City Code
Regional Plan-
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Strategic Plan-
Provide Exceptional Service: Provide employees with tools, training, and support.
Invest In Our People: Ensure effective resources for employees
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
Code Compliance: Establish Proactive Enforcement of the City Code
Regional Plan-
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical, and ambulance transport service.
Strategic Plan-
Provide Exceptional Service: Provide employees with tools, training, and support.
Invest In Our People: Ensure effective resources for employees
Previous Council Decision on This:
Yes. Council has previously approved the purchase of several Police Interceptor Utility Vehicles.
Options and Alternatives:
1) Approve the purchase of the four 2018 Ford Police Interceptor Utility Vehicles from Peoria Ford in the amount of $120,812.20.
2) Not approve the purchase and go back out with another Formal Invitation For Bid.
3) Forego the purchase of these 2018 vehicles and manage the increase in vehicle downtime on the older vehicles. Increases in vehicle downtime are likely to have a direct impact on response times to emergency calls and non-emergency calls for service. There will also be additional mechanical costs associated with maintaining an older fleet, negatively impacting the FY2018 budget.
2) Not approve the purchase and go back out with another Formal Invitation For Bid.
3) Forego the purchase of these 2018 vehicles and manage the increase in vehicle downtime on the older vehicles. Increases in vehicle downtime are likely to have a direct impact on response times to emergency calls and non-emergency calls for service. There will also be additional mechanical costs associated with maintaining an older fleet, negatively impacting the FY2018 budget.
Background and History:
An "Invitation For Bid" (IFB# 2018-06) was posted to the City's online bid system (Planet Bids) on August 1, 2017: the bid closed on August 31, 2017. The Invitation For Bid was for the purchase of four 2018 Ford Interceptor Utility Vehicles. There were three (3) responsive bidders, they are as follows: 1) Peoria Ford, 2) Babbitt Ford, and 3) Tate's Ford Lincoln Mercury.
Peoria Ford responded to the Invitation For Bid with a total bid of $120,812.20, which includes all applicable taxes and fees; this was determined to be the lowest overall bid.
The term of the contract is for one year from the date of the signed contract with an additional purchases clause for the same vehicle if there is a need for another Ford Police Interceptor Utility Vehicle during that time frame.
Peoria Ford responded to the Invitation For Bid with a total bid of $120,812.20, which includes all applicable taxes and fees; this was determined to be the lowest overall bid.
The term of the contract is for one year from the date of the signed contract with an additional purchases clause for the same vehicle if there is a need for another Ford Police Interceptor Utility Vehicle during that time frame.
Key Considerations:
State procurement procedures ARS 41-2533 "G" states: "The contract shall be awarded to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and criteria set forth in the invitation for bids". Peoria Ford was found to be the lowest responsible and responsive bidder.
Police vehicles are subject to rigorous use conditions ranging from 10 to 24 hours per day; some vehicles may even go more than 24 hours with continuous patrol use. Failure to purchase new vehicles, to replace aging vehicles, will result in fewer available patrol cars and extended patrol car downtime due to mechanical failure.
The purchases being recommended have been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of these purchases will help ensure a functional patrol fleet and continue to move the fleet in the direction of best practices in vehicle replacement.
Police vehicles are subject to rigorous use conditions ranging from 10 to 24 hours per day; some vehicles may even go more than 24 hours with continuous patrol use. Failure to purchase new vehicles, to replace aging vehicles, will result in fewer available patrol cars and extended patrol car downtime due to mechanical failure.
The purchases being recommended have been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of these purchases will help ensure a functional patrol fleet and continue to move the fleet in the direction of best practices in vehicle replacement.
Community Benefits and Considerations:
Forego the purchase at this time and attempt to replace the vehicles out of the Fleet General Fund FY2019 Budget.
Community Involvement:
Sustaining a reliable police fleet helps minimize vehicle downtime, effectively maximizing the number of police vehicles available for use, which may result in faster response times and an elevated level of service to our citizens.
Expanded Options and Alternatives:
Inform