Title
Consider and take action on a resolution authorizing the purchase of ten (10) public safety vehicles and related emergency equipment in a total amount not to exceed $783,246 (Director of Public Works)
Background:
Approval of this item will authorize the purchase of ten (10) public safety vehicles through GoodBuy Contract No. 26 8F000, along with related emergency equipment through Sourcewell Contract No. 090122-GET, HGACBuy Contract No. PE-05-21, and general quotes, in an total amount not to exceed $783,246.
The FY2027 approved budget authorizes funding to replace ten (10) public safety vehicles and related emergency equipment in a total amount not to exceed $783,246. These purchases will support the City's ongoing operations and help meet the demands of current and future growth .
CAPITAL REPLACEMENT VEHICLES:
Police K9 - (1) $93,304
Unit 142 is a 2019 Ford Interceptor Explorer with 112,267 miles and will be replaced with 2027 Ford Interceptor Explorer with necessary emergency equipment at a cost of $93,304.
Police Patrol Units - (2) $172,214
The replacement patrol units will be 2027 Ford Interceptor Explorers with necessary emergency equipment at a cost of $86,107 each. The total cost for both units will not exceed $172,214.
Units being replaced:
Unit 108: 2017 Ford Interceptor Explorer, 125,994 miles
Unit 138: 2018 Ford Interceptor Explorer, 115,964 miles
Police Slick Top Units - (3) $261,177
The replacement patrol units will be 2027 Ford Interceptor Explorers with necessary emergency equipment at a cost of $87,059 each. The total cost for all three units will not exceed $261,177.
Units being replaced:
Unit 114: 2016 Ford Interceptor Explorer, 92,097 miles
Unit 118: 2017 Ford Interceptor Explorer, 99,533 miles
Unit 129: 2018 Ford Interceptor Explorer, 101,224 miles
Police CID Units - (3) $170,412
The replacement CID units will be 2027 Ford F150 Responders with necessary emergency equipment at a cost of $56,804 each. The total cost for all three units will not exceed $170,412.
Units being replaced:
Unit 219: 2016 Ford Explorer, 103,617 miles
Unit 319: 2009 Toyota Camry, 86,818 miles
Unit 320: 2015 Ford Fusion, 112,217 miles
Fire Marshal - (1) $85,939
Unit 75 is a 2017 Chevrolet Tahoe with 74,887 miles, and will be replaced with 2027 Ford F150 Responder with necessary emergency equipment at a cost of $85,939
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 142): BuyBoard $93,384, GoodBuy $93,304 Retail $94,254
• Ford Interceptor Explorer (Police Patrol Unit 108): BuyBoard $86,457, GoodBuy $86,107, Retail $87,057
• Ford Interceptor Explorer (Police Patrol Unit 138): BuyBoard $86,457, GoodBuy $86,107, Retail $87,057
• Ford Interceptor Explorer (Police Patrol Unit 114): BuyBoard $87,409, GoodBuy $87,059, Retail $88,009
• Ford Interceptor Explorer (Police Patrol Unit 118): BuyBoard $87,409, GoodBuy $87,059, Retail $88,009
• Ford Interceptor Explorer (Police Patrol Unit 129): BuyBoard $87,409, GoodBuy $87,059, Retail $88,009
• Ford F150 Responder (Police CID Unit 219): BuyBoard $57,204, GoodBuy $56,804, Retail $57,804
• Ford F150 Responder (Police CID Unit 319): BuyBoard $57,204, GoodBuy $56,804, Retail $57,804
• Ford F150 Responder (Police CID Unit 320): BuyBoard $57,204, GoodBuy $56,804, Retail $57,804
• Ford F-150 Responder (Fire Marshal Unit 75): BuyBoard $86,309, GoodBuy $85,939, Retail $86,939
The capital replacement vehicles were approved in FY2027 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 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 - $783,246
Vehicles - $726,578
• GoodBuy Contract No. 26 8F000 - $726,578 (includes $200 purchasing fee)
Related Emergency Equipment - $56,668
• Sourcewell Contract No. 090122-GET - $10,003
• HGACBuy Contract No. PE-05-21 - $27,650
• General Quotes - $19,015
All vehicles will be purchased through GoodBuy Cooperative Purchasing Contract No. 26 8F000, which is valid through December 31, 2026. The use of this cooperative purchasing contract satisfies formal competitive 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
FUNDING
{X} Funds in the amount of $783,246 are available from the following departments in the Vehicle Accounts: Capital Replacement ($172,246) Account 40203600-55520; and Police Capital Outlay ($611,000) 2225225- 55520.
STRATEGIC PLANNING
{X} Addresses Strategic Planning Success Factor #1 - Develop and Maintain our Infrastructure