Title
Consider and take action on a resolution authorizing the purchase of seven (7) public safety vehicles with emergency related equipment and one (1) emergency equipment package in an amount not to exceed $655,557 (Director of Public Works)
Background:
Approval of this item will authorize the purchase of seven (7) public safety vehicles with emergency related equipment and one (1) emergency equipment package to meet the City’s current and future growth demands, through GoodBuy Contract 25 8F000; BuyBoard Contract 724-23; Sourcewell Contract 020624-SYN; and HGAC PE-05-21; in an amount not to exceed $655,557.
The FY2026 approved budget authorizes funding to replace six (6) public safety vehicles, purchase one (1) new Ford F-150 Responder for the Fire Marshal’s office, and one (1) emergency equipment package. The total funding for the replacement and new vehicles will be $655,557.
CAPITAL REPLACEMENT VEHICLES:
Police K9 - (2) $191,472
Unit 111 is a 2013 Ford Interceptor Explorer with 95,505 miles, and Unit 161 is a 2014 Ford Interceptor Explorer with 89,663 miles. Both units will be replaced with Ford Interceptor Explorers with necessary emergency equipment at a cost of $95,736 each. The total cost for both units will not exceed $191,472.
Police Patrol Units - (4) $343,664
The replacement patrol units will be 2026 Ford Interceptor Explorers with necessary emergency equipment at a cost of $85,916 each. The total cost for all four units will not exceed $343,664.
Units being replaced:
Unit 135: 2018 Ford Interceptor Explorer, 89,482 miles
Unit 143: 2016 Ford Interceptor Explorer, 91,506 miles
Unit 152: 2017 Ford Interceptor Explorer, 98,459 miles
Unit 156: 2017 Ford Interceptor Explorer, 89,562 miles
Police Patrol Unit Equipment Only - (1) $34,445
This emergency equipment package will be installed on Unit 133, which was originally included in the FY2026 replacement schedule. Unit 133 is a 2014 Ford Interceptor Explorer with 95,505 miles. The patrol vehicle now designated to replace Unit 133 was ordered after patrol Unit 124 was involved in an accident and totaled on February 10, 2025.
Unit 124 had already been approved for replacement in FY2025 and was pending delivery at the time of the accident. To maintain sufficient street-ready patrol units, staff promptly ordered a replacement for Unit 124 upon receiving the insurance determination confirming the total loss. This purchase was approved by Council on April 22, 2025.
As a result, the replacement for Unit 124 created a duplicate order. Rather than cancel the second order, that vehicle will now replace Unit 133. Consequently, the vehicle cost component of Unit 133 has been removed from the FY2026 replacement schedule, reducing the total number of vehicles in that package from seven to six.
NEW VEHICLE:
Fire Marshal - (1) $85,376
The FY2026 budget includes funding for purchasing a new Ford F-150 Responder 4x4 and with necessary emergency equipment. The total cost of this new unit will not exceed $85,376.
To ensure the best pricing and benefit to the city, quotes for the above vehicles were obtained from cooperative purchasing contracts, state contracts, and local retail, with the following results:
Ford Interceptor Explorer (Police K9 Unit 111): BuyBoard $96,136, GoodBuy $95,736 Retail $96,436
Public Safety Upfitting Equipment (Police Unit 133): BuyBoard $34,445, GoodBuy $35,644, Retail $37,323
Ford Interceptor Explorer (Police Patrol Unit 135): BuyBoard $86,216, GoodBuy $85,916, Retail $87,016
Ford Interceptor Explorer (Police Patrol Unit 143): BuyBoard $86,216, GoodBuy $85,916, Retail $87,016
Ford Interceptor Explorer (Police Patrol Unit 152): BuyBoard $86,216, GoodBuy $85,916, Retail $87,016
Ford Interceptor Explorer (Police Patrol Unit 156): BuyBoard $86,216, GoodBuy $85,916, Retail $87,016
Ford Interceptor Explorer (Police K9 Unit 161): BuyBoard $96,136, GoodBuy $95,736, Retail $96,436
Ford F-150 Responder 4x4 (Fire Marshal NEW): BuyBoard $85,376, GoodBuy $85,676, Retail $86,476
The capital replacement vehicles were approved in FY2026 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 recommend procuring these vehicles through the Buy Board and GoodBuy 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 include improved maintenance productivity; fewer diagnostic and specialty tools; smaller parts and bulk fluid inventory; increased operational efficiency and safety, and proven reliability.
Total purchase cost summary ($655,557):
• GoodBuy Contract 25 8F000 ($472,570) includes $200 purchasing fee
• Sourcewell Contract 020624-SYN ($28,000)
• HGAC PE-05-21 ($29,368)
• Buy Board Contract 724-23 ($106,089) includes $400 purchasing fee
• General Quotes ($19,530)
Utilizing these contracts meets formal bidding requirements.
Attachments:
1. Proposed Resolution
2. Exhibit A - Approved Capital Replacement List
3. Vehicle Expense Breakdown
4. Operating Costs vs Depreciation
5. Vehicle Scores
6. Vehicle Quotes
7. Fleet Replacement Criteria Memorandum
8. Vendor Report Cards
CONTRACT ORIGINATION: N/A
FUNDING
{X} Funds in the amount of $655,557 are available from the following departments in the Vehicle Accounts: Capital Replacement ($570,181) Account 40203600-55520; and Fire Marshal ($85,376) Account 2900000-55520.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #1 - Develop and Maintain our Infrastructure