 |
AGENDA ITEM REVIEW FORM |
6.A.
Special City Council Meeting
- Meeting Date:
- 11/24/2020
- Department Head:
- Richard Jessup
- Submitted By:
- Michelle Boucher, Administrative Coordinator, Police Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding authorization to purchase three (3) fully marked and equipped new 2021 Ford F150 Crew Cab 4 x 4 Short Box pick-up trucks using Fiscal Year 2020-2021 Capital Projects budgeted funds. (Richard Jessup, Chief of Police)
SUMMARY:
Purchase of the Vehicles
The San Luis Police Department is seeking approval for the purchase of three (3) new 2021 Ford F150 Crew Cab 4 x 4 pick-up trucks. The first truck will be assigned to a Patrol Supervisor, the second truck will be assigned to the K9 Unit, and the third truck will be assigned to the Chief of Police. The funds for the purchase of these vehicles was approved as a Fiscal-Year 2020-2021 Capital Project to purchase three (3) marked and equipped pick-up trucks. The pick-up trucks will be purchased through Bill Alexander Ford of Yuma, AZ, which has provided the lowest bid of $112,574.46 for the three (3) trucks. Peoria Ford provided quotes for three (3) new 2021 Ford F150 Crew Cab 4 x 4 pick-up trucks of $115,462.56, which is the price for the State Contract.
Purchase to Equip the Vehicles
The pick-up trucks will be fully equipped and marked by Arizona Emergency Products (AEP) using Yavapai County contract #2018-346, which provides a cost reduction from that of the dealership state contract. The quotes provided to fully equip the three (3) new trucks will be a total of $59,680.97. However, AEP’s quote is based on the current 2020 model F-150 (which is no longer in production) and not the redesigned 2021 F-150. Some part numbers and pricing may change after the new 2021 F-150 Responder and SSV models are released.
Total Purchase
Within the budgeted amount of $180,000.00, there are sufficient funds to purchase and equip three (3) new 2021 Ford F150 Crew Cab 4 x 4 pick-up trucks. The total cost for all three (3) new trucks will be $172,255.43 at the current quote of AEP. Even with the possible adjustments for 2021 models, the Department expects to stay well below the $180,000.00 budget. Since, a precise quote is not possible at this time, staff is requesting that the City Council approves a total amount not to exceed $180,000.00.
San Luis City Code-Purchasing
The equipping and marking of the vehicles come under the San Luis City Code-Purchasing, Section 36.09 Cooperative Purchasing since it is using the Yavapai County contract.
The vehicle price is lower than the state contract. Staff will be asking Council to waive the formal purchase procedures under San Luis City Code-Purchasing, Section 36.01(H), to get the lower price.
The San Luis Police Department is seeking approval for the purchase of three (3) new 2021 Ford F150 Crew Cab 4 x 4 pick-up trucks. The first truck will be assigned to a Patrol Supervisor, the second truck will be assigned to the K9 Unit, and the third truck will be assigned to the Chief of Police. The funds for the purchase of these vehicles was approved as a Fiscal-Year 2020-2021 Capital Project to purchase three (3) marked and equipped pick-up trucks. The pick-up trucks will be purchased through Bill Alexander Ford of Yuma, AZ, which has provided the lowest bid of $112,574.46 for the three (3) trucks. Peoria Ford provided quotes for three (3) new 2021 Ford F150 Crew Cab 4 x 4 pick-up trucks of $115,462.56, which is the price for the State Contract.
Purchase to Equip the Vehicles
The pick-up trucks will be fully equipped and marked by Arizona Emergency Products (AEP) using Yavapai County contract #2018-346, which provides a cost reduction from that of the dealership state contract. The quotes provided to fully equip the three (3) new trucks will be a total of $59,680.97. However, AEP’s quote is based on the current 2020 model F-150 (which is no longer in production) and not the redesigned 2021 F-150. Some part numbers and pricing may change after the new 2021 F-150 Responder and SSV models are released.
Total Purchase
Within the budgeted amount of $180,000.00, there are sufficient funds to purchase and equip three (3) new 2021 Ford F150 Crew Cab 4 x 4 pick-up trucks. The total cost for all three (3) new trucks will be $172,255.43 at the current quote of AEP. Even with the possible adjustments for 2021 models, the Department expects to stay well below the $180,000.00 budget. Since, a precise quote is not possible at this time, staff is requesting that the City Council approves a total amount not to exceed $180,000.00.
San Luis City Code-Purchasing
The equipping and marking of the vehicles come under the San Luis City Code-Purchasing, Section 36.09 Cooperative Purchasing since it is using the Yavapai County contract.
The vehicle price is lower than the state contract. Staff will be asking Council to waive the formal purchase procedures under San Luis City Code-Purchasing, Section 36.01(H), to get the lower price.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO WAIVE FORMAL PURCHASING PROCEDURES UNDER CITY CODE SECTION 36.01(H) FOR $112,574.46 TO PURCHASE THREE (3) NEW 2021 FORD F150 CREW CAB 4 x 4 SHORT BOX PICK-UP TRUCKS AND
APPROVE THE MARKING AND EQUIPPING OF THE VEHICLES FOR AN AMOUNT NOT TO EXCEED $67,425.54 FOR A TOTAL AMOUNT NOT TO EXCEED $180,000.00 AS PRESENTED.
APPROVE THE MARKING AND EQUIPPING OF THE VEHICLES FOR AN AMOUNT NOT TO EXCEED $67,425.54 FOR A TOTAL AMOUNT NOT TO EXCEED $180,000.00 AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $172,255.43
- BUDGETED AMOUNT:
- $180,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 100-999-9000 $180,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The total amount to purchase all three (3) new vehicles will be $172,255.43. Fiscal Year 2020-2021 budgeted amount was $180,000.00. Total purchase not to exceed the budgeted amount of $180,000.00.
Attachments
- Patrol Truck and Equipment Quotes
- K9 Truck & Equipment Quotes
- Chief of Police Truck & Equipment Quotes