Title
Consider and take action on a resolution authorizing the purchase of six (6) public safety vehicles with emergency related equipment in an amount not to exceed $479,626 (Director of Public Works)
Background:
Approval of this item will authorize the purchase of six (6) public safety replacement vehicles with emergency related equipment to meet the City’s current and near future operations demand through BuyBoard Contract 724-23 in an amount not to exceed $479,626.
The FY2025 approved budget authorizes funding to replace six (6) vehicles from the Capital Replacement fund for a total cost of $479,626. These units will be replaced with 2025 Ford Interceptor Explorers and necessary emergency upfitting equipment for a cost of $79,871 each.
PATROL UNITS BEING REPLACED (6)
Unit 103 is a 2016 Ford Interceptor Explorer with 112,806 miles.
Unit 113 is a 2017 Ford Interceptor Explorer with 110,229 miles.
Unit 124 is a 2017 Ford Interceptor Explorer with 112,181 miles.
Unit130 is a 2017 Ford Interceptor Explorer with 108,300 miles.
Unit 155 is a 2017 Ford Interceptor Explorer with 86,334 miles.
Unit 158 is a 2016 Ford Interceptor Explorer with 99,752 miles.
. .
The capital replacement vehicles were approved in the FY2025 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.
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 Units: 103,113,124,130,155 and 158); BuyBoard ($479,626 including $400 fee), TIPS ($482,725 including $500 fee), Local Retail ($485,825).
Based on the results, staff recommends procuring this vehicle purchase through the BuyBoard Cooperative Purchasing Program, 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 $400 BuyBoard purchasing fee will not exceed $479,626.
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 Interceptor Explorers will be purchased from Chastang Ford through the BuyBoard contract 724-23. The utilization of these contracts meets formal bidding requirements.
Attachments:
1. Proposed Resolution
2. Vehicle Quotes
3. Exhibit A - Public Safety Approved Capital Replacement List
4. Vehicle Expense Breakdown
5. Operating Costs vs. Depreciation
6. Vehicle Scores
7. Fleet Replacement Criteria Memorandum
8. Vendor Report Card
CONTRACT ORIGINATION: N/A
FUNDING
{X} Funds in the amount $479,626 are available from the FY25 Capital Replacement Fund, Auto & Trucks Account# 40203600-55520.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Critical Success Factor #3 - Safe and Desirable Community