City Council Meeting - FINAL

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Meeting Date: 10/18/2022  
Co-Submitter: Scott Overton From: Sam Beckett, Public Works Streets Section Director

Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with PFVT Motors, LLC dba Peoria Ford for the purchase of one (1) fully electric 2023 Ford F-150 Lightning pickup and one (1) 2022 Ford Expedition in the total amount of $120,255.04, plus applicable fees and taxes.
  1. Approve the Cooperative Purchase Contract with PFVT Motors, LLC dba Peoria Ford for the purchase of one (1) 2023 fully electric Ford F-150 Lightning pickup and one (1) 2022 Ford Expedition in the total amount of $120,255.04, plus applicable fees and faxes; and  
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
Public Works is constantly looking for ways to enhance service capabilities while pushing for innovation to meet City Council's goal of carbon neutrality. The Streets team is one of the front-line contacts for City residents and staff pride ourselves in being leaders within the community. This requires that Streets bring strong leading-edge representation of the City when interacting with residents. Streets is currently working to build an internal fleet infrastructure to the massive demand or street maintenance and disaster response across this ever-growing City. The electric vehicle will not only help Streets meet its strategic goals by adding supporting infrastructure to our growing maintenance efforts. In addition, this purchase will be a great example of how the City is leading the effort of a carbon neutral workforce. The electric vehicle will be the primary snow managers vehicle for use in snow operations, utilized by emergency traffic control staff, and used for traveling to training. The Ford Expedition will be key in not only disaster response and dignitary transport it will be used heavily for the Public Works new training programs to ensure efficiency when staff travel for training.
Financial Impact:
The fully electric Ford F-150 Lightning pickup and Ford Expedition will be purchased with Highway User Revenue Funds (HURF) Acct# 040-06-161-0614-6-4401 for a budgeted amount of $120,255.04.
Policy Impact:
The purchase of this equipment supports the City’s mission to provide the highest level of service possible, in addition to supporting the Public Works training program. This purchase will greatly enhance the City goal of carbon neutrality goal while enhancing staff efficiency in training travel.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Transportation and Public Infrastructure - Deliver quality community assets and continue to advocate and implement a highly performing multi-model transportation system. This purchase would also directly align with the City’s carbon neutrality plan and move us in the right direction to meet our 2030 electric vehicle goal.  

Carbon Neutrality Plan
The purchase of an electric vehicle would directly align with the Carbon Neutrality Plan as this electric vehicle would be the first fully electric pick-up to be purchased for operations. The purchase of this truck aligns with the City’s electric vehicle goals and sustainability goals.
Has There Been Previous Council Decision on This:
Yes, City Council has discussed the transition of City fleet to all electric vehicles on many occasions, including, in the approval of the Carbon Neutrality Plan. The Carbon Neutrality Plan outlines aggressive and industry leading goals to reduce the carbon footprint by the city. The city continues to see major growth in maintenance operations and Streets works to build out the support infrastructure to meet the highest levels of service possible to City residents. The purchase of the electric vehicle will support the City's goals.
Options and Alternatives:
  1. Approve the Cooperative Purchase Contract with PFVT Motors, LLC dba Peoria Ford for the purchase of one (1) 2023 fully electric Ford F-150 Lightning pickup and one (1) 2022 Ford Expedition total amount of $120,255.04, plus applicable fees and taxes; or
  2. Do not approve the purchase.
City Council has discussed on many occasions transitioning the city fleet from combustion engine vehicles to electric vehicles which led to the development and adoption of the Carbon Neutrality Plan. This Carbon Neutrality Plan stands on the backbone of electric vehicles and the transition to by 2030.

The State of Arizona, Procurement Department, Public Sector conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM004157 that resulted in Contract No. CTR059322 with PFVT Motors, Inc. dba Peoria Ford. The City of Flagstaff Procurement department utilized this cooperative purchase contract to obtain the best pricing for the electric and hybrid vehicles. Purchasing staff determined the agency cooperative contract to be relevant and current.
Key Considerations:
The purchase of this fully electric Ford F-150 pick-up and Ford Expedition will support Public Works and the City in operations, administration, and training goals.
Expanded Financial Considerations:
There are no expanded financial considerations with this purchase. This purchase would be fully funded from the FY2022-2023 budget utilizing Highway User Revenue Funds (HURF).
Community Benefits and Considerations:
This purchase would not only benefit the community by utilizing carbon efficient equipment while supporting maintenance operations, but these will also be utilized for Public Works staff traveling to attend much needed training. Streets intends to utilize the electric vehicle to make it very visible to City residents that the city is moving towards the “Big Shift”.
Community Involvement:
The Flagstaff Carbon Neutrality Plan was presented several times in draft and for approval in open meetings by City Council. The community has had many opportunities for engagement of this Carbon Neutrality Plan.
Picture of Ford F150 Lightning
Picture of 2022 Ford Expedition
COF Contract 2023-30
Exhibit A 1 - Ford Lightning Quote
Exhibit A 2 - Ford Expedition Quote
Exhibit B 1 - Agency Contract
Exhibit B 2 - Award Letter
Exhibit B 3 - Pricing 2022


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