7.C.
City Council Meeting - FINAL
- Meeting Date:
- 10/17/2017
- Co-Submitter:
- Damian Gallegos
- From:
- Gregory Conlin, Public Works Manager - Fleet Services
Information
TITLE:
Consideration and Approval of Purchase Contract: Purchase of nine (9) vehicles from Courtesy Chevrolet in the total amount of $260,660.24.
STAFF RECOMMENDED ACTION:
Approve the purchase of nine vehicles from Courtesy Chevrolet, including one Malibu hybrid sedan, one Express twelve passenger van, one Equinox compact SUV, one Traverse midsize SUV, four Colorado midsize pickup trucks, and one Silverado full size pickup for the total purchase amount of $260,660.24, which the lowest bid out of three submittals.
Executive Summary:
Fleet Management has identified nine (9) vehicles in the City's Fleet that have "aged out" of current expectations, meaning that they are 15 years old or have reached a mileage of 150,000 miles. Upon this identification, it was taken to the Fleet Committee, which is comprised of representatives from several City sections, to replace these 9 vehicles. The Fleet Committee heard the case and voted to approve this purchase.
These new vehicles will replace vehicles from the following programs that have reached their useful life and the City's Fleet Management replacement criteria, which includes the year, age, current evaluation and life to date costs.
These new vehicles will replace vehicles from the following programs that have reached their useful life and the City's Fleet Management replacement criteria, which includes the year, age, current evaluation and life to date costs.
- City Hall Pool
- Construction Inspection-Public Works
- Facilities Maintenance
- Meter Services (2)
- Recreation
- Regulatory Compliance (2)
- Water Services
Financial Impact:
The previously listed City sections have budgeted for the replacement of these vehicles in their fiscal 2018 budgets. They are listed under the following accounts:
| City Hall Pool | Malibu Hybrid | 001-06-154-0554-3-4401 | $34,000 |
| Construction Inspection - PW | Silverado Truck | 001-05-102-0314-4-4401 | $30,000 |
| Facilities Maintenance | Colorado Truck | 001-06-152-0510-3-4401 | $28,000 |
| Meter Services | Two (2) Colorado Trucks | 001-02-033-0127-1-4401 | $62,000 |
| Recreation | Express Van | 001-06-156-0580-5-4401 | $35,000 |
| Regulatory Compliance | Traverse | 202-08-306-1081-0-4401 | $36,000 |
| Regulatory Compliance | Equinox | 202-08-306-1085-0-4401 | $25,000 |
| Water Services | Colorado Truck | 202-08-303-1057-0-4401 | $40,000 |
Policy Impact:
None
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
Transportation and other Public Infrastructure.
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Environmental and Natural Resources.
Actively manage and protect all environmental and natural resources.
Deliver quality community assets and continue to advocate and implement a highly performing multi-modal transportation system.
Environmental and Natural Resources.
Actively manage and protect all environmental and natural resources.
Has There Been Previous Council Decision on This:
No. These vehicles are budgeted for FY 2018 and are replacement vehicles for multiple programs serving the citizens of Flagstaff.
Options and Alternatives:
Option 1. Approve the lowest bid submitted during the competitive bid solicitation process number 2018-11 of $260,660.24 by Courtesy Chevrolet in Phoenix, Arizona.
Option 2. Delay purchase until fiscal 2019, although funding would not be guaranteed.
Option 2. Delay purchase until fiscal 2019, although funding would not be guaranteed.
Background and History:
The City's Fleet Management replacement criteria has target considerations of 15 years or 150,000 miles along with annual and life to date maintenance costs when discussing replacing equipment. This year, nine (9) vehicles in the City's Fleet, which reside in various sections, have met the criteria for replacement. This has been reviewed and approved by the City's Fleet Committee.
Each section with vehicle replacement needs, City Hall Pool Vehicles, Facilities, Water Services, Meter Services, Public Works, Regulation Compliance, and Recreation, budgeted for these replacements in Fiscal Year 2018.
Fleet Management combined these multiple vehicle needs from across the City in a joint effort with Procurement to leverage the purchase and obtain the lowest possible bid. This bid was communicated through a web based procurement platform (Planetbids) from August 2, 2017 through September 7, 2017. The City received three (3) bids, with Courtesy Chevrolet being the lowest bidder. A Malibu Hybrid has been included in the acquisition plan. This will bring the City's alternative fueled vehicles to twenty (20).
The attached contract has a clause that allows for additional Chevrolet purchases for one year from the date the contract is signed
Each section with vehicle replacement needs, City Hall Pool Vehicles, Facilities, Water Services, Meter Services, Public Works, Regulation Compliance, and Recreation, budgeted for these replacements in Fiscal Year 2018.
Fleet Management combined these multiple vehicle needs from across the City in a joint effort with Procurement to leverage the purchase and obtain the lowest possible bid. This bid was communicated through a web based procurement platform (Planetbids) from August 2, 2017 through September 7, 2017. The City received three (3) bids, with Courtesy Chevrolet being the lowest bidder. A Malibu Hybrid has been included in the acquisition plan. This will bring the City's alternative fueled vehicles to twenty (20).
The attached contract has a clause that allows for additional Chevrolet purchases for one year from the date the contract is signed
Key Considerations:
- The City's Fleet Management replacement criteria sets target measures of 15 years or 150,000 miles along with annual and life to date maintenance costs when replacing equipment. This ensures that vehicles are able to be used efficiently and maintenance can be delivered effectively.
- Each replacement was considered and approved by the City's Fleet Committee, which is comprised of representatives from several City Departments.
- Fleet Management considers re-purposing equipment whenever possible so as to maximize the use of these resources.
Community Benefits and Considerations:
Staff was able to leverage cost through purchasing multiple vehicles at one time.
Community Involvement:
Replacing equipment and vehicles that have extended beyond the criteria set by the Fleet Committee ensures that equipment functions properly and efficiently and is able to be serviced effectively. This allows City Staff to do their jobs without the interruption of faulty equipment.
Expanded Options and Alternatives:
Inform