Consideration and Approval of Contract: To purchase two (2) 2020 Ford Police Interceptor Utility Hybrid vehicles, in the amount of $79,819.96 from Babbitt Ford Lincoln Mercury. It should be noted the aforementioned total includes the local Transaction Privilege Tax (2.051%) and the actual cost to the City will be $78,215.75.

1. Approve the contract award to Babbitt Ford for the purchase of two (2) 2020 Ford Police Interceptor Utility Hybrid vehicles at a total of $79,819.96 (includes all applicable taxes and fees).
2. Authorize the City Manager to execute the necessary documents.

The City of Flagstaff Police Department seeks to purchase two (2) police vehicles. This purchase is needed to help maintain a healthy and functional police fleet, as well as help the City meet its Climate Adaptation Plan. The acquisition of these two (2) vehicles has been approved by the Fleet Management Committee as well as the Budget Committee.

The Police Department currently has $84,593.90 within the current fiscal year budget to pay for this purchase in account 001-04-061-0221-2-4401. With the purchase of these two (2) vehicles, two (2) older, non-hybrid vehicles will be rotated out of the police fleet and sent to auction.

There is no known or projected impact to policy regarding this matter.

Council Goals-
Personnel: Attract and Retain Quality Staff

Transportation and Other Public Infrastructure: Replace Aging Infrastructure

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.

City of Flagstaff Climate Adaptation Plan

None

1) Approve the contract award to Babbitt Ford for the purchase of two (2) 2020 Ford Police Interceptor Hybrid Utility vehicles in the amount of $79,819.96.

2) Not approve the purchase of the Police Interceptor Hybrid Utility and request a formal Invitation For Bid for the gas-only Police Interceptor Utility vehicle.

 

 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 and replace aging vehicles, will result in fewer available patrol cars and extended patrol car downtime due to mechanical failure.

On February 12, 2019, the Purchasing Section posted an Invitation for Bids solicitation on the PlanetBids website and advertised in the February 17 and February 24, 2019 Arizona Daily Sun newspaper. There were three (3) bids that were received for the Police Intereceptors, which were opened on March 5, 2019. Babbitt Ford was considered to be the lowest and responsible bidder. The contract term is for one (1) year to allow for additional purchases, if needed, within the term.

On March 5, 2019, three (3) bids were received for the vehicles. The summary results are listed below:

Babbitt Ford, LLC: $79,819.96
Tates Ford Lincoln, Inc.: $79,837.15
Peoria Ford, LLC: $82,162.41

Ford started production on the first Hybrid Police Interceptor vehicles in March 2019; we anticipate our order will not be put into production until June or July of 2019.  Once an order is put into production, these vehicles take 12 to 16 weeks to obtain; this is because the vehicles are built to the buyer's specifications from the factory. In addition to lead time from the factory, they take another four weeks (per unit) to have them built into a functional patrol vehicle.  

The purchases being recommended has 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 City towards meeting its Climate Adaptation Plan goals.
 

 None.

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.  Moving to the hybrid platform will also help reduce fuel consumption and reduce our community's carbon footprint.

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