8.F.
City Council Meeting - FINAL (AMENDED)
- Meeting Date:
- 10/17/2023
- From:
- Amy Hagin, Assistant Parks and Recreation Director
Information
TITLE:
Consideration and Ratification of Contract: Cooperative Purchase Contract with Don Sanderson Ford, Inc. in the amount of $80,137.68 for a Ford F-150 Lightning EV Truck.
STAFF RECOMMENDED ACTION:
- Approve and Ratify the Cooperative Purchase Contract with Don Sanderson Ford, Inc. in the amount of $80,137.68 for a Ford F-150 Lightning EV Truck; and
- Authorize the City Manager to execute the necessary documents.
Executive Summary:
Given current electric vehicle procurement challenges, PROSE chose to hold on the purchase of a vehicle for two fiscal years until an electric pickup truck was identified through the Fleet Management Committee. PROSE rearranged the fleet in fiscal year 20-21 and began saving for this type of purchase.
With support from Fleet and Procurement, a 2023 Ford F-150 Lightning was located in Glendale, Arizona at Don Sanderson Ford, Inc. through a cooperative procurement agreement. A quote for $80,137.68 was received and with City Managers' Office approval, created the purchase order and contract for purchase. If the vehicle was not purchased immediately, there was a high likelihood that the opportunity would have been missed.
With support from Fleet and Procurement, a 2023 Ford F-150 Lightning was located in Glendale, Arizona at Don Sanderson Ford, Inc. through a cooperative procurement agreement. A quote for $80,137.68 was received and with City Managers' Office approval, created the purchase order and contract for purchase. If the vehicle was not purchased immediately, there was a high likelihood that the opportunity would have been missed.
Financial Impact:
The Parks Section has funding available in rolling stock fleet (001-11-155-0561-5-4401) that has been a carry-forward for two years in the amount of $65,375. The remaining funds of $14,762.68 will be funded in 001-06-154-0552-3-4401 as part of the electrification fund.
Policy Impact:
Meets the Carbon Neutrality Plan through Electric Mobility.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Carbon Neutrality Plan
Regional Plan
Environmental Stewardship, Sustainable, Innovative Infrastructure
Carbon Neutrality Plan
EM-3: Support residents, businesses, and institutions in the transition to electric vehicles.
Regional Plan
Goal E.1.13 Promote and encourage the use of fuel-efficient vehicles that use renewable fuels
Has There Been Previous Council Decision on This:
No.
Background and History:
PROSE staff reviewed the entire Divisional Fleet in 2020-2021, making adjustments to bring forward electrified fleet. The first electric vehicle arrived in 2022 through this reorganization. The electric vehicle market continued to be a local impediment; however, through fiscal rearrangement and fortitude, the Division chose an opportunity to purchase a Ford F-150 Lightning immediately upon notification during a Fleet Management Committee meeting.
The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Arizona Department of Transportation (ADOT) conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM004157 that resulted in Contract No. CTR059316 with Sanderson Ford. This contract has been verified as valid and appropriate for the purchase of the specified vehicles and presents the best value to the City.
The EV truck will be driven by the Park Ranger, a new role for the City of Flagstaff, where approximately 75 miles per day will be driven visiting all 24-Parks, 4-Recreation Centers, 3-Open Spaces and numerous Special and Sporting Events in the community.
The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Arizona Department of Transportation (ADOT) conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM004157 that resulted in Contract No. CTR059316 with Sanderson Ford. This contract has been verified as valid and appropriate for the purchase of the specified vehicles and presents the best value to the City.
The EV truck will be driven by the Park Ranger, a new role for the City of Flagstaff, where approximately 75 miles per day will be driven visiting all 24-Parks, 4-Recreation Centers, 3-Open Spaces and numerous Special and Sporting Events in the community.
Key Considerations:
The electric vehicle has been purchased in full and this request is to ratify the purchase due to the amount being over the $50,000 threshold requiring City Council approval. Due to the extremity of limited available electric trucks at this time, it was deemed essential to move forward with the purchase along with City Manager approval.