Consideration and Approval of Contract:  To purchase two (2) Ford Explorer replacement vehicles for the Flagstaff Fire Department (FFD).

This purchase is part of an approved eight (8) year apparatus replacement plan for the FFD. The master plan has been approved as a whole by the Budget Team and is fully supported by the FLEET committee. The purchase of these two (2) vehicles has been approved as part of the FY 2018 budget and the funding is available. 

The bid was through an open bid process which included local and other Arizona dealers. The low bidder was Peoria Ford at a combined price of $58,425.96. 

These vehicles will replace two (2) older vehicles; a nineteen (19) year-old Jeep; and an eleven (11) year-old two wheel drive truck.  FLEET has indicated they will re-use the truck and Jeep for internal City services.

This is budgeted for in the FY 18 approved budget and was approved by FLEET as a necessary replacement.

Strategic Priority #1: Provide exceptional service

4. Provide employees tools, training, and support.

No

1) Approve the purchase of two (2) Ford Explorer replacement vehicles through Peoria Ford in the total amount of $58,425.96; or
2) Do not approve the purchase of the (2) Ford Explorer replacement vehicles.

Over a year ago, the FFD administrative staff worked in conjunction with FLEET, the City Shop and internal apparatus grou, and identified that the projected cost of replacement of apparatus was excessive and took a large portion of the FLEET purchasing dollars. The outcome was a new proposed eight (8) year apparatus replacement plan which included refurbished vehicles in place of new, in order to defer costs more evenly over this time frame. The proposed plan saves over $4 million dollars.  After eight (8) years, the City will begin purchasing new vehicles for those refurbished. This proposed purchase is one part of the master plan.

The Purchasing Department did a formal Invitation for Bid and posted the bid on Planetbids on August 1, 2017. The bid was closed as of August 31, 2017 at 3:00pm Arizona time. Attached is the exported bid information from Planetbids as well as the Invitation for Bid.

After a conversation with the sales representative from Jim Click Ford, the City determined that Jim Click Ford did not include the appropriate tax in their bid. With the additional tax, their bid would have been more than Peoria Ford. Since the City could not change the tax amount, Jim Click Ford was also deemed non-responsible. Babbitt Ford's bid was adjusted for the City tax amount of 2.051 percent and they were still higher than the bid from Peoria Ford. The updated calculation is included on the excel exported bid information.

This proposed purchase will replace two (2) older vehicles in the fleet which include a heavily used 1998 Jeep and a 1999 two-wheel drive truck. These particular vehicles will go to administrative staff.  Then, the vehicles of the administrative staff will be passed down to allow 2006 four-wheel drive vehicles to be given to a regional training officer and the operation manager for the FWPP project.

This is an approved budgeted item and will come from the following account:  001-03-051-204-2-4401 and 001-03-051-200-2-4401

No.