Consideration to Purchase: Four (4) Police Interceptor Sedans.

The reason for the action is the City's need to replace older patrol sedans with new, more efficient, sedans that will allow the Flagstaff Police Department to adequately arrive to calls for service and to replace vehicles that have surpassed the mileage limit of 115,000 per the City's fleet policy. 

• The Police Department has budgeted in the Police Rolling Stock (001-2207-531-4401) in the amount of $141,174.
• The Police Department would like to purchase four (4) Ford Police Interceptors with the options listed below.
• The purchase of one Ford Police Interceptor is $26,460.68, plus $1,895.00 in options for a total of $28,355.68
• $28,355.68 x 4 = $113,422.72

Options added are: 

1. Rear windows inoperative from rear seat positions $30.00
2. Disabled interior courtesy lamps with door open $30.00
3. 5 year/60,000 mile bumper to bumper warranty with no deductible $985.00
4. Power train warranty: 5 year/100,000 mile $850.00 Non taxable

• Request to purchase four for a total of $113,422.72
• Originally the Police Department intended to purchase six Ford Crown Victoria's at $28,304.45 each,  however they are no longer in production.  The purchase has been revised to (4) four in order to use the remaining funds to outfit the patrol sedans.

Maintain and deliver exemplary police service to the community and citizens.

None previously.

• Option A: Accept Purchase Bid 2013-05 from Sanderson Ford as the lowest, responsive and responsible bidder for the amount of $113,422.72 for the four (4) Ford Police Interceptor Sedans.
• Option B: Continue to use the existing police sedans and forego the purchase of the police sedans at this time. One impact may be that we run the risk of having older police sedans incurring high maintenance costs. By accepting this option, the City may experience additional downtime, additional repair costs and vehicles in for repair.

 All four of these Emergency Response police sedans are for the Police Department (Patrol), and are all replacement vehicles.  The criterion for replacement of a police sedan is 5 years and/or 115,000 miles.  The four vehicles that will be replaced will have reached the mileage threshold or have severe mechanical probelms by the end of this fiscal year.  These vehicles were originally approved for six patrol sedans in FY12 but the police department held the purchase until FY13.  Below are the vehicles slated for replacement. 

• P2176  Vehicle has 104,000 miles and is starting to have major mechanical issues
• P2177  Vehicle has 114,000 miles but has been retired due to severe mechanical issues
• P2178  Vehicle has 113,000 miles
• P2179  Vehicle has 116,000 miles

All Vehicles being presented to the City Council for replacement purchase have been reviewed, evaluated and approved by the Fleet Management Committee, which is comprised of the Fleet Superintendent, line workers, and supervisors throughout the 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 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, this unit will be recommended for replacement by the Fleet Superintendent and forwarded to the City Fleet Management Committee for their consideration.

This year the Police Department has been faced with an extremely difficult challenge.  The existing fleet consists of the Ford Crown Victoria model as their primary patrol sedan.  Ford has stopped production of the Crown Victoria and is currently in production of the Ford Police Interceptor.  The Police Department has extra equipment inventory to outfit at least six Crown Victoria’s.  Unfortunately, during the bid process we were unsuccessful in receiving a bid for Ford Crown Victoria’s due to the vehicles not being produced or being sold out. 

The equipment we have in inventory is not compatible with the new Ford Police Interceptor or any other make police sedan.  The Police Department will have to purchase or refurbish all equipment (lights, partitions, radio consoles, etc) in order to have a complete patrol sedan.  Instead of purchasing the recommended and approved six (6) patrol sedan vehicles, the Police Department has decided to purchase four (4) and utilize the remaining funds to assist in outfitting the patrol sedan with the appropriate emergency equipment.

The local Ford dealership did not respond to the bid and when staff followed up to query why, they had determined that they would not be competitive with an expected California bidder.

The purchases being recommended were all reviewed and approved by the Fleet Committee.

• Power Train Warranty: 5 year/100,000 mile
• 5 year/60,000 mile bumper-to-bumper warranty with no deductible

The replacement of four (4) patrol sedans will help to reduce the amount of downtime, additional repair costs and vehicles in for repair.  The replacement will help to ensure a reliable fleet of Police Sedans which allows the Police Department to effectively provide exemplary services to the citizens of Flagstaff in a safe and timely manner.

None

•Option A: Accept Purchase Bid 2013-05 from Sanderson Ford as the lowest, responsive and responsible bidder for the amount of $113,422.72 for the four (4) Ford Police Interceptor Sedans.
•Option B: Continue to use the existing police sedans and forego the purchase of the police sedans at this time. One impact may be that we run the risk of having older police sedans incurring high maintenance costs. By accepting this option the City may experience additional downtime, additional repair costs and vehicles in for repair.