Title
Consider and take action on a resolution authorizing the purchase of five (5) replacement vehicles with related emergency equipment for Public Safety Departments through various cooperative purchasing programs in an amount not to exceed $308,341 (Director of Public Works)
Background:
Approval of this resolution will authorize the purchase of one (1) Ford Interceptor Explorer for EMS; two (2) Ford F150 Responder trucks and one (1) Ford F350 truck for the fire department; one (1) Ford F150 Responder truck for the police commercial enforcement division, and with all related emergency equipment to meet the City’s operating needs through various cooperative purchasing programs in an amount not to exceed $308,341.
Emergency Medical Services - (1) Vehicle & Emergency Equipment ($54,980)
Unit 234 is a 2005 Ford Crown Victoria and will be replaced with a Ford Interceptor Explorer. The total cost for the unit, including related emergency equipment and graphics, will be $54,980.
Fire Department - (3) Vehicles & Emergency Equipment ($190,399)
Unit 2 is a 2005 Ford F250 4x4 support truck and will be replaced with a Ford F150 Responder truck. The total cost for the truck, including related emergency equipment and graphics, will be $61,021.
Unit 14 is a 2003 Ford F250 4x4 support truck and will be replaced with a Ford F150 Responder Truck. The cost for the replacing unit, including equipment and graphics, will be $61,021.
Unit 4 is a 1999 Ford F350 support truck and will be replaced with a Ford F350 Dually Crew 4x4. The primary purpose of this vehicle is to provide support for active responses. The vehicle is utilized to shuttle personnel when needed, transport additional equipment needed for response, pull miscellaneous response trailers (command center, flatbed trailer for UTV, incidental equipment, inflatable Kodiak rescue boats, and to transport fire boat when needed), and response to off-road hazmat and miscellaneous rescue activities. The cost for replacement of this vehicle, including related emergency equipment and graphics, will be $68,357.
Police Commercial Division - (1) Vehicle & Emergency Equipment ($62,662)
Unit 150 is a 2008 Ford F250 utilized by the commercial vehicle enforcement division and will be replaced with a Ford F150 Responder truck and related equipment. The cost for this vehicle, including equipment and graphics will be $62,662.
In an effort to identify the most effective purchasing efficiency to ensure best price along with prompt delivery of the FY21 public safety vehicles, Staff thoroughly evaluated procurement methods (ITB vs. Cooperative Purchasing) for this vehicle purchase. Upcoming FY21 vehicle purchase packages will continue to be evaluated for best value procurement and brought forth for consideration of approval, in the near future.
To ensure the best pricing and benefit to the City, quotes for the above vehicles were obtained from cooperative purchasing programs, state contract and a local dealership with the following results:
|
Description |
Local Dealership Goodbuy 19 8F000 Buyboard #601-19 State Contract |
|
|
|
|
EMS: Interceptor Explorer |
$ 35,967 |
$ 33,283 |
$ 33,811 |
$ 33,411 |
|
Fire: F150 Support Truck |
$ 35,106 |
$ 37,434 |
$ 37,799 |
$ 37,793 |
|
Fire: F150 Support Truck |
$ 35,106 |
$ 37,434 |
$ 37,799 |
$ 37,793 |
|
Police: F150 Support Truck |
$ 35,106 |
$ 37,434 |
$ 37,799 |
$ 37,793 |
|
Fire: F350 Dually |
$ 44,130 |
$ 44,770 |
$ 45,010 |
$ 45,214 |
|
Contract Purchase Order Fee |
$ - |
$ 300 |
$ 400 |
$ - |
|
TOTAL |
$ 185,416 |
$ 190,655 |
$ 192,618 |
$ 192,004 |
Based on the results, staff recommends procuring the Public Safety Vehicles through the GoodBuy 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.
Although local dealership pricing indicates an approximate 3% lower cost overall, it is important to note they were not able to quote the three (3) Ford F150 Police Responder Trucks and instead quoted a F150 Special Service Vehicle (SSV) which does not meet the needs for three (3) public safety vehicles. The SSV is not considered police pursuit rated and does not include functional features of the Police Responder truck such as upgraded brake calipers and pads, and a 240-amp alternator allowing necessary emergency equipment to run. Pricing for 2021 year-model police responder trucks is not currently available to independent dealerships due to manufacturer design changes for 2021 models. State and cooperative purchasing programs are the only current source of pricing for such vehicles. The manufacturer will release pricing to independent dealerships sometime in the first quarter of 2021.
The total purchase cost for replacement vehicles and all related emergency equipment, including the $300 GoodBuy purchasing fee, will not exceed $308,341. The FY2021 Adopted Budget includes $303,000 funding for these vehicles from the Capital Replacement Fund. The additional $5,341 will be covered from vehicle purchases that come in under budget or from the $200,000 budget for emergency purchases.
Further details including the make/model and price of each vehicle to be replaced can be found on the Vehicle Expense Breakdown, see attachment. All vehicles will be purchased through the GoodBuy Cooperative Purchasing Program with incidental emergency equipment procured through H-GAC contracts. The utilization of these contracts meets formal bidding requirements.
Attachments:
1. Data Sheet
2. Proposed Resolution
3. Exhibit A - Approved Public Safety Vehicle List
4. Vehicle Expense Breakdown
5. Vehicle Quotes
6. Vehicle Operating Costs vs. Depreciation
7. Vehicle Scores
FUNDING
{X} Funds in the amount of $308,341 are available from the Capital Replacement Account #40203600-55520
STRATEGIC PLANNING
{X} Safe and Desirable Community