Title
Consider and take action on a resolution authorizing the purchase of eight (8) public safety vehicles with emergency related equipment in an amount not to exceed $1,308,112 (Director of Public Works)
Background:
Approval of this resolution will authorize the purchase of six (6) public safety replacement vehicles, one (1) new patrol unit and one (1) truck for Fire Marshal’s office, with emergency related equipment to meet the City’s current and near future operations demand through Goodbuy Contract 23 8F000 and BuyBoard Contract 650-21 in an amount not to exceed $1,308,112.
The FY2024 approved budget authorizes funding to replace six (6) vehicles from the Capital Replacement fund and purchase one (1) new patrol unit and one (1) new Fire Marshal truck for a total cost of $1,308,112.
FIRE MARSHAL (1) $55,175
The FY2024 budget approved the purchase of a new Ford F150 Responder for a Public Education Specialist position. This unit will be purchased from Silsbee Ford with a total cost of $55,175.
EMS (2) $788,297
Unit 270 is a 2017 Chevrolet Ambulance with 114,226 miles. This unit will move to serve as a reserve ambulance and replaced with a 2024 International CV515 diesel chassis and ambulance box, a Stryker Power-LOAD, and emergency upfitting equipment for a total cost of $410,511. Unit 245, a 2010 Ford F450 Ambulance will be turned in for auction when the replacement unit arrives.
Unit 290 is a 2016 Chevrolet Ambulance with 104,818 miles and will be replaced with a 2024 International CV 515 diesel chassis and ambulance box, including emergency upfitting equipment for a total cost of $377,786.
Both ambulances will be purchased from Rush Truck Centers of Ohio under BuyBoard Contract 650-21.
POLICE PATROL (5) $464,640
In order to catch up with current demands, Ford has suggested the production of the Ford Interceptor Explorers will stop for 2024 and not produce new units until 2025 causing a delivery delay of police patrol units of 24-36 months. Chevrolet has also advised production of the Tahoe PPV (police patrol vehicle) will be reduced resulting in difficulties of obtaining.
Ford is focusing on the Ford F150 Responder trucks, which are police pursuit rated, and offer an availability within a 12-month period. Due to the unidentified cost of the 2025 Ford Interceptor Explorers and the unknown of delivery dates, staff is recommending replacing the patrol units with the Ford F150 Responders.
Unit 126 is a 2014 Ford Interceptor Explorer with 103,835 miles; Unit 140 is a 2014 Ford Interceptor Explorer with 107,461 miles; 147 is a 2014 Ford Interceptor Explorer with 110,641 miles; and Unit 153 is a 2014 Ford Interceptor Explorer with 99,275 miles. These units will be replaced with Ford F150 Responders and necessary emergency upfitting equipment for a cost of $92,928 each.
A new patrol unit was approved for purchase in FY2024. This unit will be a Ford F150 Responder with necessary emergency upfitting equipment for a total cost of $92,928. .
On June 27, 2023, Council approved, via Resolution No. 2023-96, the approval to purchase two (2) Chevrolet Tahoes and retain the order of the two (2) Ford Interceptor Explorers purchased through Silsbee Ford to be used for the replacement of two public safety units in FY2024. Due to supply chain issues, the Ford Interceptor Explorers originally ordered will be cancelled and $121,458 will be credited towards the purchase of the patrol units for a net total of $343,182 for the purchase of five (5) patrol units.
The capital replacement vehicles were approved in the FY2024 budget after an annual inventory audit was conducted on all fleet vehicles and equipment. The inventory list consisted of current miles/hours, purchase year, estimated useful life and the targeted year of replacement. Vehicles and equipment were then placed through a scoring system evaluating five measures: age, mileage, type of service, general overall condition, and maintenance repair costs. Vehicles and equipment scoring points ranging in the replacement consideration group were then moved to the next phase whereas the last three years of maintenance costs were compared to the depreciation of acquiring new vehicles and/or equipment.
Based on the results, staff recommends procuring this vehicle purchase through the GoodBuy and BuyBoard Cooperative Purchasing Programs, which indicates the best overall value while allowing the City to maintain a standardized fleet. As referenced in Government Fleet Procurement, key benefits of having a conformed standardized fleet includes improved maintenance productivity; fewer diagnostic and specialty tools; smaller parts and bulk fluid inventory; increased operational efficiency and safety, and proven reliability.
The total purchase cost for public safety replacement vehicles, including the $300 GoodBuy and $400 BuyBoard purchasing fees will not exceed $1,308,112.
The purchase list is attached with additional details including the make and model of each vehicle to be replaced and the cost of new vehicles. The ambulances will be purchased through the BuyBoard Contract 650-21 and vehicles will be purchased through the GoodBuy state contract 23 8F000. The utilization of these contracts meets formal bidding requirements.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Public Safety Approved Capital Replacement List
4. Vehicle Expense Breakdown
5. Operating Costs vs. Depreciation
6. Vehicle Scores
7. Vehicle Quotes
8. Fleet Replacement Criteria Memorandum
9. Vendor Report Cards
CONTRACT ORIGINATION: Staff
FUNDING
{X} Funds in the amount of $1,308,112 are available as follows: $1,160,009 from the FY2024 Adopted Budget - Auto & Trucks Capital Replacement Account #40203600-55520, $50,000 plus shortfall of $5,175 from Fire Marshal Account #2900000-55520 and $92,928 from Police Account #2100000-55520.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #1 - Develop and Maintain our Infrastructure