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AGENDA ITEM REVIEW FORM |
6.D.
Regular City Council Meeting
- Meeting Date:
- 09/14/2022
- 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 seven (7) fully marked and equipped new 2023 Ford F150 Crew Cab 4 x 4 Short Box pick-up trucks using Fiscal Year 2022-2023 Capital Projects budgeted funds. (Richard Jessup, Chief of Police)
SUMMARY:
Purchase of the Vehicles
The City of San Luis Police Department is seeking approval for the purchase of seven (7) new 2023 Ford F150 Crew Cab 4 x 4 pick-up trucks. All 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 were approved as a Fiscal Year 2022-2023 Capital Project. The estimated requested funds were based on higher cost for the 2023 model, but the cost increase for the 2023 model was even greater than our estimate. The pick-up trucks will be purchased through Bill Alexander Ford of Yuma, AZ, who has provided a bid of $371,039.33 including tax for the seven (7) trucks. We have also obtained a quote from Don Sanderson Ford for $381,828.09, which is the total cost for the State Contract #CTR059316. We are requesting to purchase the vehicles from Alexander Ford since it is lower than the state contract price.
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 seven (7) new trucks will be a total of $195,313.23.
Total Purchase
Within the budgeted amount of $490,000.00, there are not sufficient funds to purchase and equip seven (7) new 2023 Ford F150 Crew Cab 4 x 4 pick-up trucks. The total cost for all seven (7) new trucks will be $566,352.56. This would require an additional amount of $76,352.56. We are asking to have our budget of $490,000.00 increased to $570,000.00 to be able to purchase all the vehicles at the increased cost.
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.
Since the quote from Alexander Ford is lower than the vendor with the state contract, we will be asking City Council to waive the formal purchase procedures under San Luis City Code-Purchasing, Section 3.05.010 (F), to be able to continue with the purchase.
The City of San Luis Police Department is seeking approval for the purchase of seven (7) new 2023 Ford F150 Crew Cab 4 x 4 pick-up trucks. All 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 were approved as a Fiscal Year 2022-2023 Capital Project. The estimated requested funds were based on higher cost for the 2023 model, but the cost increase for the 2023 model was even greater than our estimate. The pick-up trucks will be purchased through Bill Alexander Ford of Yuma, AZ, who has provided a bid of $371,039.33 including tax for the seven (7) trucks. We have also obtained a quote from Don Sanderson Ford for $381,828.09, which is the total cost for the State Contract #CTR059316. We are requesting to purchase the vehicles from Alexander Ford since it is lower than the state contract price.
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 seven (7) new trucks will be a total of $195,313.23.
Total Purchase
Within the budgeted amount of $490,000.00, there are not sufficient funds to purchase and equip seven (7) new 2023 Ford F150 Crew Cab 4 x 4 pick-up trucks. The total cost for all seven (7) new trucks will be $566,352.56. This would require an additional amount of $76,352.56. We are asking to have our budget of $490,000.00 increased to $570,000.00 to be able to purchase all the vehicles at the increased cost.
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.
Since the quote from Alexander Ford is lower than the vendor with the state contract, we will be asking City Council to waive the formal purchase procedures under San Luis City Code-Purchasing, Section 3.05.010 (F), to be able to continue with the purchase.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF SEVEN (7) NEW 2023 FORD F150 CREW CAB 4 x 4 SHORT BOX PICK-UP TRUCKS, APPROVE THE MARKING AND EQUIPPING OF THE VEHICLES FOR A TOTAL AMOUNT NOT TO EXCEED $570,000.00 AND APPROVE BUDGET TRANSFER AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $570,000.00
- BUDGETED AMOUNT:
- $490,000.00
- AVAILABLE AMOUNT TO TRANSFER:
- Yes. See Fiscal Impact Statement.
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay-CIP/100-999-90000/$490,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The total amount to purchase all seven (7) new vehicles will be $570,000. Fiscal Year 2022-2023 budgeted amount was $490,000.00. We are requesting council approval to transfer funds in the amount of $80,000 to complete the purchase.
Funds will be taken from account 806-101-90015/Capital Outlay-CIP-Impact Fees to account 100-999-90000. Current balance in account 806-101-90015 Capital Outlay is $750,000.00.
Funds will be taken from account 806-101-90015/Capital Outlay-CIP-Impact Fees to account 100-999-90000. Current balance in account 806-101-90015 Capital Outlay is $750,000.00.