Consideration and Approval of Purchase through an Invitation For Bids Process (IFB):  Purchase of Three (3) F-350 truck and chassis only trucks to the Flagstaff Fire Department Specs.

Peoria Ford was the low bidder through the IFB process in which only two dealers (Peoria and Tates) submitted bids.  This purchase replaces three (3) heavily used F-350 4x4 crew trucks that are 12-14 years old and have been assigned in both Operations and Wildfire Management for emergent and project use. These units are currently assigned to the Wildfire Management (WFM) Division and have been recommended and approved for replacement by the FLEET Committee. It will also keep the Wildfire Management Division in position to provide initial attack efforts to support the FFD mission. This is accomplished by assisting Operations through the following examples:
- Mitigation of active wildfire incidents in the City and region
- Wildfire Treatment projects
- FWPP treatment
- Grant work in and around the City

This funding was approved by the FLEET committee, Budget Team, City Manager and City Council as part of the current fiscal year budget. The approved amount was not to exceed $150,000.00 in account 001-03-051-0204-2-4401 and this purchase stays within that budget. The remaining funds will be used to place the old boxes on the chassis and necessary equipment to get the units fully operational.

None

Environmental & Natural Resources:
- Aggressively Support Efforts for Forest Health
- Preserve Natural Resources
- Continue to Support The Four Forest Restoration Initiative (4FRI)

No

- Approve the purchase of the three F-350 truck and chassis only
- Disapprove the purchase of the three F-350 truck and chassis only

These units will be used primarily by the Wildfire Management Crew for transportation to initial attack and extended support during wildfire incidents. They will also be used to assist with transportation to projects associated with the FWPP, Awarded grant projects and other contractual burns. These vehicles were recommended and approved due to high use by the FLEET Committee. The special order box/beds will be removed from the old units and placed on the new ones. The vehicles will then be repurposed to other pre-identified divisions in the City for less critical duties. The purchase of this equipment aligns the WFM Crew’s capabilities with dependable transportation to and from incidents and projects. The Crew is often not only part of the initial attack efforts for wildfires but are also requested to remain on scene for long duration incidents for mop-up efforts to allow the Operations crews to return for additional Wildfire, EMS, Structural and other calls in the City.

On November 20, 2018, the Purchasing Section posted an Invitation for Bids solicitation on the PlanetBid’s website and advertised in the November 25 and December 2, 2018, Arizona Daily Sun. There were two bids opened on December 12, 2018 (bid summaries are identified in the Key Considerations section). Peoria Ford LLC was determined to be the lowest responsive and responsible bidder.

On May 31, 2018, six bids were received for the improvements. The summary results are listed below.

• Peoria Ford, LLC $113,527.65
• Tates Ford Lincoln, Inc. $116,601.83

The purchase of these units is critical for the Wildfire Management Crew to perform its daily functions to meet both City, FWPP, Grants and other contractual needs. , will also allow the Crew to mop-up a key role in initial attack efforts to support the City and our partnering agencies such as the USFS. The Crew is often requested by both, the Operations division and the USFS to assist with all wildfires that immediately threaten the Greater Flagstaff Region. These are necessary pieces of equipment for transportation which allows this division to meet its mission.

This funding was approved at all levels in the current budget process.  It is funded in account # 001-03-051-0204-2-4401

The Wildfire Management Division protects the community along with Operations from the highest identified threat to our community. Purchasing this equipment allows for a continuation of that community protection.