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AGENDA ITEM REVIEW FORM |
5.D.
Regular City Council Meeting
- Meeting Date:
- 08/11/2021
- 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 six (6) fully marked and equipped new 2022 Ford F150 Crew Cab 4 x 4 Short Box pick-up trucks using Fiscal Year 2021-2022 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 six (6) new 2022 Ford F150 Crew Cab 4 x 4 pick-up trucks. All of the new trucks will be assigned to the San Luis Police Department Patrol Division for new staff, and to replace vehicles that need to be placed out of service. The funds for the purchase of these vehicles was approved as a Fiscal Year 2021-2022 Capital Project to purchase five (5) marked and equipped pick-up trucks. The estimated requested funds were based on higher cost for the 2022 model. The pick-up trucks will be purchased through Bill Alexander Ford of Yuma, AZ, who has provided a bid of $191,611.10 for the five (5) trucks. Peoria Ford provided a quote for five (5) new 2022 Ford F150 Crew Cab 4 x 4 pick-up trucks of $191,578.20, which is the price for the State Contract. We are requesting to purchase the vehicles from the local dealership since the cost to pick up the vehicles from Peoria will be much greater than the difference of $32.90. The cost for six (6) of the trucks, through the local vendor Bill Alexander Ford, will be $229,933.32.
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. However, AEP’s quote is based on the current 2021 model F-150 (which is no longer available for order) and not the 2022 F-150. Some part numbers and pricing may change with the new 2022 F-150.
The quotes provided to fully equip the five (5) new trucks will be a total of $119,296.45. The cost to fully equip six (6) new tucks will be $142,885.85. (Five (5) Patrol units, and one (1) Supervisor unit)
Total Purchase
Within the budgeted amount of $390,000, there are sufficient funds to purchase and equip six (6) new 2022 Ford F150 Crew Cab 4 x 4 pick-up trucks. The total cost for all six (6) new trucks will be $372,819.17. This would still be under the budgeted amount of $390,000.00.
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. Even with the possible adjustments for 2022 models, the Department expects to stay below the $390,000 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 $390,000.
The vehicle price is lower than the state contract if you include the cost of travel to pick up the vehicles from Peoria, AZ. 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 six (6) new 2022 Ford F150 Crew Cab 4 x 4 pick-up trucks. All of the new trucks will be assigned to the San Luis Police Department Patrol Division for new staff, and to replace vehicles that need to be placed out of service. The funds for the purchase of these vehicles was approved as a Fiscal Year 2021-2022 Capital Project to purchase five (5) marked and equipped pick-up trucks. The estimated requested funds were based on higher cost for the 2022 model. The pick-up trucks will be purchased through Bill Alexander Ford of Yuma, AZ, who has provided a bid of $191,611.10 for the five (5) trucks. Peoria Ford provided a quote for five (5) new 2022 Ford F150 Crew Cab 4 x 4 pick-up trucks of $191,578.20, which is the price for the State Contract. We are requesting to purchase the vehicles from the local dealership since the cost to pick up the vehicles from Peoria will be much greater than the difference of $32.90. The cost for six (6) of the trucks, through the local vendor Bill Alexander Ford, will be $229,933.32.
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. However, AEP’s quote is based on the current 2021 model F-150 (which is no longer available for order) and not the 2022 F-150. Some part numbers and pricing may change with the new 2022 F-150.
The quotes provided to fully equip the five (5) new trucks will be a total of $119,296.45. The cost to fully equip six (6) new tucks will be $142,885.85. (Five (5) Patrol units, and one (1) Supervisor unit)
Total Purchase
Within the budgeted amount of $390,000, there are sufficient funds to purchase and equip six (6) new 2022 Ford F150 Crew Cab 4 x 4 pick-up trucks. The total cost for all six (6) new trucks will be $372,819.17. This would still be under the budgeted amount of $390,000.00.
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. Even with the possible adjustments for 2022 models, the Department expects to stay below the $390,000 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 $390,000.
The vehicle price is lower than the state contract if you include the cost of travel to pick up the vehicles from Peoria, AZ. 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 PROCEED WITH PURCHASING PROCEDURES TO PURCHASE SIX (6) NEW 2022 FORD F150 CREW CAB 4 x 4 SHORT BOX PICK-UP TRUCKS, AND APPROVE THE MARKING AND EQUIPPING OF THE VEHICLES FOR A TOTAL AMOUNT NOT TO EXCEED $390,000.00 AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $372,819.17
- BUDGETED AMOUNT:
- $390,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 100-999-9000 $312,000 and 806-181-90000 $78,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The total amount to purchase all six (6) new vehicles will be $372,819.17. Fiscal Year 2021-2022 budgeted amount was $390,000. Total purchase not to exceed the budgeted amount of $390,000.
Attachments
- AEP Patrol Upfitting Quote
- AEP Patrol Supervisor Upfitting Quote
- Bill Alexander Ford Quote
- Peoria Ford Quote