9.C.
City Council Meeting - FINAL
- Meeting Date:
- 11/18/2014
- From:
- Jennifer Brown, Special Services Supervisor
Information
TITLE:
Consideration and Approval of Purchase: Four (4) Police Interceptor Utility Vehicles
RECOMMENDED ACTION:
Approve the purchase contract to the lowest responsive and responsible bid from Peoria Ford of Phoenix, for the purchase of four (4) Police Interceptor Utility model vehicles for the amount of $111,372.68, plus applicable fees.
Policy Decision or Reason for Action:
The purchases being recommended were all reviewed and approved by the Fleet Committee.
Financial Impact:
The police vehicles are budgeted in Police Rolling Stock (001-04-061-0221-2-4401) at $25,752.24/each or $103,008.96 not including applicable fees. The Police Department has budgeted in the amount of $114,500 for the police rolling stock.
Connection to Council Goal:
Effective governance
Has There Been Previous Council Decision on This:
The Flagstaff Police Department requested and purchased four (4) Ford Police Interceptor Sedans in Fiscal Year 14 with the approval of City Council.
Options and Alternatives:
Forego purchase of the police vehicles at this time. One impact may be that we run the risk of having older police vehicles incurring high maintenance costs and delayed response times. By accepting this option the City may experience additional downtime, additional repair costs and vehicles in for repair may affect the City’s ability to provide good customer service to the community.
Background/History:
All four of these Emergency Response police vehicles are for the Police Department (Patrol), and all are replacement vehicles. The criterion for replacement of a police vehicle is 5 years and/or 115,000 miles. Each of the four police vehicles being replaced will exceed 115,000 miles or more before the end of this fiscal year. All vehicles being presented to the City Council for purchase have been reviewed, evaluated and approved by the Fleet Management Committee, which is comprised of the Fleet Superintendent, line workers, and supervisors throughout our organization.
During the review/replacement process, the Fleet Superintendent along with his staff first evaluates the vehicles proposed for replacement. In performing their evaluation they review fiscal year-to-date as well as life-to-date maintenance costs to determine if the vehicle or equipment has had any recent major component overhaul or replacement. If the existing units are mechanically sound and the body is in fairly good condition, the unit is usually recommended for retention for another year. If a unit has incurred a significant number of expenditures and is likely to experience major component failures, the unit will be recommended for replacement by the Fleet Superintendent and forwarded to the City Fleet Management Committee for replacement consideration.
The Police Department has purchased 8 Ford Police Interceptor sedans during the last two fiscal years due to Ford no longer manufacturing the Crown Victoria. During this period the Police Department has evaluated this vehicle and has been somewhat concerned with the small cabin space. Therefore we have requested and received approval from the Fleet Committee to purchase the Ford Police Interceptor Utility version which is actually slightly less expensive than the sedan. This model allows for more versatility and provide more space and room for the officer and the amount of equipment needed to perform their daily work duties. The Police Department will purchase all new equipment (lights, partitions, radio consoles, etc.) in order to have a complete patrol vehicle. The Police Department will continue to find cost effective solutions to build patrol vehicles which are safe, reliable and allow the officers to properly conduct their job duties.
On September 12, 2014, staff advertised an Invitation for Bid (IFB) solicitation for procuring 4 police utility patrol vehicles. A total of six (6) bids were received on September 23, 2014. Staff reviewed all bids and determined Peoria Ford of Phoenix to be the lowest responsive responsible bid. Unit price bid is $27,843.17, staff is wanting to purchase four (4) units for a total of $111,372.68.
During the review/replacement process, the Fleet Superintendent along with his staff first evaluates the vehicles proposed for replacement. In performing their evaluation they review fiscal year-to-date as well as life-to-date maintenance costs to determine if the vehicle or equipment has had any recent major component overhaul or replacement. If the existing units are mechanically sound and the body is in fairly good condition, the unit is usually recommended for retention for another year. If a unit has incurred a significant number of expenditures and is likely to experience major component failures, the unit will be recommended for replacement by the Fleet Superintendent and forwarded to the City Fleet Management Committee for replacement consideration.
The Police Department has purchased 8 Ford Police Interceptor sedans during the last two fiscal years due to Ford no longer manufacturing the Crown Victoria. During this period the Police Department has evaluated this vehicle and has been somewhat concerned with the small cabin space. Therefore we have requested and received approval from the Fleet Committee to purchase the Ford Police Interceptor Utility version which is actually slightly less expensive than the sedan. This model allows for more versatility and provide more space and room for the officer and the amount of equipment needed to perform their daily work duties. The Police Department will purchase all new equipment (lights, partitions, radio consoles, etc.) in order to have a complete patrol vehicle. The Police Department will continue to find cost effective solutions to build patrol vehicles which are safe, reliable and allow the officers to properly conduct their job duties.
On September 12, 2014, staff advertised an Invitation for Bid (IFB) solicitation for procuring 4 police utility patrol vehicles. A total of six (6) bids were received on September 23, 2014. Staff reviewed all bids and determined Peoria Ford of Phoenix to be the lowest responsive responsible bid. Unit price bid is $27,843.17, staff is wanting to purchase four (4) units for a total of $111,372.68.
Key Considerations:
The purchases being recommended were all reviewed and approved by the Fleet Committee. The Police Department has budgeted for this purchase in the police rolling stock.
Community Benefits and Considerations:
Having a reliable fleet of police vehicles allows the Police Department to effectively provide exemplary services to the citizens of Flagstaff in a safe and timely manner.
Expanded Options and Alternatives:
Forego purchase of the police vehicles at this time. One impact may be that we run the risk of having older police vehicles incurring high maintenance costs lending to a possibility of delayed response times. By accepting this option the City may experience additional downtime, additional repair costs and vehicles in for repair.