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AGENDA ITEM REVIEW FORM |
6.A.
Special City Council Meeting
- Meeting Date:
- 08/21/2024
- Department Head:
- Nigel Reynoso
- Submitted By:
- Michelle Boucher, Police Administrator, Police Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding authorization to purchase and equip one (1) new 2024 Ford Explorer using Arizona Department of Emergency and Military Affairs Border Fencing and Technology Grant budgeted funds. (Damian Miller, Police Lieutenant)
SUMMARY:
Purchase of Vehicle
The City of San Luis Police Department is seeking approval for the purchase of one (1) new 2024 Ford Explorer. The new vehicle will be assigned to the San Luis Police Department Support Services Division for one Detective in order to replace a vehicle over 10 years/100,000 miles and scheduled to be decommissioned. The funds for the purchase of this vehicle were approved as Fiscal Year 2024-2025 Capital Projects Grant Funds. The vehicle will be purchased from Bill Alexander Ford of Yuma, AZ, who has provided a bid of $46,821.06, including tax. We have also obtained a quote from Peoria Ford for $53,206.42, which is the total cost, and they hold the State Contract #CTR059316. We are requesting to purchase the vehicle from Alexander Ford since it is lower than the state contract price and is held locally.
Purchase of Equipment to up-fit Vehicle
Arizona Emergency Products (AEP) will fully equip the vehicle using Yavapai County contract #2018-346, which provides a cost reduction from the state dealership contract. The quote provided to fully equip the Explorer will total $16,067.50.
Total Purchase
The total purchase amount for the Explorer and the equipment will be $62,888.56.
San Luis City Code-Purchasing
The equipping of the vehicle comes under the San Luis City Code-Purchasing, Section 36.09 Cooperative Purchasing, since it is using the Yavapai County contract.
Since Alexander Ford's quote is lower than the vendor in the state contract, we will ask the City Council to waive the formal purchase procedures under San Luis City Code-Purchasing, Section 3.05.010 (F), so we can continue with the purchase.
The City of San Luis Police Department is seeking approval for the purchase of one (1) new 2024 Ford Explorer. The new vehicle will be assigned to the San Luis Police Department Support Services Division for one Detective in order to replace a vehicle over 10 years/100,000 miles and scheduled to be decommissioned. The funds for the purchase of this vehicle were approved as Fiscal Year 2024-2025 Capital Projects Grant Funds. The vehicle will be purchased from Bill Alexander Ford of Yuma, AZ, who has provided a bid of $46,821.06, including tax. We have also obtained a quote from Peoria Ford for $53,206.42, which is the total cost, and they hold the State Contract #CTR059316. We are requesting to purchase the vehicle from Alexander Ford since it is lower than the state contract price and is held locally.
Purchase of Equipment to up-fit Vehicle
Arizona Emergency Products (AEP) will fully equip the vehicle using Yavapai County contract #2018-346, which provides a cost reduction from the state dealership contract. The quote provided to fully equip the Explorer will total $16,067.50.
Total Purchase
The total purchase amount for the Explorer and the equipment will be $62,888.56.
San Luis City Code-Purchasing
The equipping of the vehicle comes under the San Luis City Code-Purchasing, Section 36.09 Cooperative Purchasing, since it is using the Yavapai County contract.
Since Alexander Ford's quote is lower than the vendor in the state contract, we will ask the City Council to waive the formal purchase procedures under San Luis City Code-Purchasing, Section 3.05.010 (F), so we can continue with the purchase.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF THE NEW 2024 FORD EXPLORER, APPROVE THE EQUIPPING OF THE VEHICLE FOR A TOTAL AMOUNT NOT TO EXCEED $63,000.00 AND WAIVE FORMAL PURCHASING PROCEDURES, AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $62,888.56
- BUDGETED AMOUNT:
- $1,369,800
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Outlay-Equipment/250-181-90000
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The total amount to purchase the new vehicle will be $62,888.56. The Fiscal Year 2024-2025 budgeted amount was included within the grant amount of $1,369,800.