8.E.
City Council Meeting - FINAL
- Meeting Date:
- 09/03/2019
- From:
- Chad Smith, Special Services Supervisor, Police Department
Information
TITLE:
Consideration and Approval of Purchase: The purchase of five (5) 2020 Ford Police Interceptor Utility Hybrid vehicles, in the amount of $199,552.40 from Babbitt Ford Lincoln Mercury. It should be noted the total includes all applicable fees and taxes, as well as the local Transaction Privilege Tax; the actual cost to the City will be slightly less, once the TPT is paid back to the city. (TPT- 2.051%)
STAFF RECOMMENDED ACTION:
- Approve the purchase to Babbitt Ford for the purchase of five (5) 2020 Ford Police Interceptor Utility Hybrid vehicles, a total cost of $199,552.40 (includes all applicable taxes and fees).
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
The City of Flagstaff Police Department seeks to purchase five (5) 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 five (5) vehicles has been approved by the Fleet Management Committee as well as the Budget Committee.
In April of 2019, after a formal solicitation of Bid #2019-83, City Council approved, and the City entered into, a contract for the purchase of fleet committee approved hybrid utility interceptors. The contract includes a term that allows the City to make additional purchases of the same vehicle at that contracted price during the one-year term of the contract.
In April of 2019, after a formal solicitation of Bid #2019-83, City Council approved, and the City entered into, a contract for the purchase of fleet committee approved hybrid utility interceptors. The contract includes a term that allows the City to make additional purchases of the same vehicle at that contracted price during the one-year term of the contract.
Financial Impact:
The Police Department received $185,000.00 from the Fleet Management Committee for FY2020, to purchase the five (5) vehicles; these monies are currently in the Rolling Stock account (001-04-061-0221-2-4401). Our department will utilize $14,552.40 from the Fuel and Oil account (001-04-061-0221-2-4311) to cover the remaining costs associated with these purchases. With the purchase of these five (5) vehicles, five (5) older, non-hybrid vehicles will be rotated out of the police fleet and be listed for auction.
Policy Impact:
There is no known or projected impact to policy regarding this matter.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
Council Goals-
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
City ofFlagstaff
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.
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace Aging Infrastructure
City of
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.
Previous Council Decision on This:
None
Options and Alternatives:
1) Approve the contract award to Babbitt Ford for the purchase of five (5) 2020 Ford Police Interceptor Hybrid Utility vehicles in the amount of $199,552.40; or
2) Approve the contract award to Babbitt Ford for the purchase of a fewer number of 2020 Ford Police Interceptor Hybrid Utility vehicles; or
2) Not approve the purchase of the Police Interceptor Hybrid Utility vehicles.
2) Approve the contract award to Babbitt Ford for the purchase of a fewer number of 2020 Ford Police Interceptor Hybrid Utility vehicles; or
2) Not approve the purchase of the Police Interceptor Hybrid Utility vehicles.
Background and History:
Police vehicles are subject to rigorous use conditions ranging from 10 to 24 hours per day. 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 17th and 24th, 2019 editions of the Arizona Daily Sun newspaper. Three (3) bids were received for this contract, they were opened and reviewed on March 5, 2019. Babbitt Ford was determined to be the lowest, responsible bidder. The contract term was set for one (1) year to allow for additional purchases, if needed, within the term.
On February 12, 2019, the Purchasing Section posted an Invitation for Bids solicitation on the PlanetBids website and advertised in the February 17th and 24th, 2019 editions of the Arizona Daily Sun newspaper. Three (3) bids were received for this contract, they were opened and reviewed on March 5, 2019. Babbitt Ford was determined to be the lowest, responsible bidder. The contract term was set for one (1) year to allow for additional purchases, if needed, within the term.
Key Considerations:
Ford started production on the first Hybrid Police Interceptor vehicles in March 2019; our initial order of (2) Ford Interceptor Hybrid Units is scheduled for a production date of September 6, 2019. If approved, we anticipate this order will not be put into production until January 2020, with an expected arrival date of February or March 2020. In addition to lead time from the factory, vehicles take another four (4) weeks per unit to be built into a functional patrol vehicle.
The purchases being recommended have 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.
The purchases being recommended have 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.
Community Benefits and Considerations:
None
Community Involvement:
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.
Expanded Options and Alternatives:
Inform