City Council Meeting - FINAL

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Meeting Date: 10/18/2022  
Co-Submitter: Emily Markel
From: Gregory Conlin, Public Works Manager - Fleet Services

Consideration and Approval of Contract: Approve the Cooperative Purchase Contract with Courtesy Auto of Mesa for the purchase of two (2) 2023 Ram 4500 4x4 Cab/Chassis and one (1) 2023 Ram 2500 4x4 Cab/Chassis in the total amount of $185,784.54.
  1. Approve the Cooperative Purchase Contract with Courtesy Auto of Mesa for two (2) 2023 Ram 4500 4x4 Cab/Chassis in the amount of $63,198.70 ($126,397.40 for both) for Water Distribution and one (1) 2023 Ram 2500 4x4 Cab/Chassis in the amount of $59,387.14 for the Flagstaff Fire Department for a total of $185,784.54; and
  2. Authorize the City Manager to execute all the necessary documents for the purchase of these three (3) vehicles. 
Executive Summary:
Water Services Distribution provides new service hook-ups and emergency repairs to the City's residential and commercial customers drinking water supply. These trucks are specially outfitted with the necessary equipment that includes a heavy duty crane used in the replacement of valves and piping. The cab/chassis required to support this function is not currently available in an alternative fueled vehicle. A similar situation exists with the retrofitting our current Rescue 1, F2039, onto a new cab/chassis. The purchase of the two (2) Ram 4500 Cab/Chassis will replace W2076 and W2077, which are both 2006 Ford F450 Service Trucks that are rapidly reaching the end of their useful life. 

Flagstaff Fire Department's Rescue 1 (F2039) is used as a backup to Rescue 2 and 3 which are able to transport patients whereas, Rescue 1 does not have that ability. It is used as a backup to these vehicles. It is also used in support of fire assignments out of district. It usually pulls a trailer with one of Flagstaff Fire Department's ATV vehicles transporting Paramedics to fire lines. Vehicles used on assignment can travel throughout the west and must meet stringent quality inspections. An alternate fueled vehicle with these service duty requirements are not yet available in the commercial markets. The Ram 2500 Cab/Chassis will be replacing the Cab/Chassis on F2039, a 2006 Ford F350 1 ton with a Rescue Utility body that will be re-mounted onto the new 3/4 ton Cab/Chassis.
All three (3) of these vehicles have been approved by the Fleet Management Committee having met the City's replacement criteria based on millage, age, appearance and actual repair history and estimated future repairs. 
Financial Impact:
The Water Service Distribution vehicles have been budgeted in fiscal 2022-2023 through account numbers 202-08-303-1051-0-4401 and 202-08-303-1052-0-4401. 

The Flagstaff Fire Departments replacement vehicle for Rescue 1 is budgeted in fiscal 2022-2023 through account number 001-03-051-0203-2-4401.
Policy Impact:
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Deliver outstanding services to residents through a healthy, well maintained infrastructure system.
Provide public safety services with resources, staff & training responsive to the community's needs. 

Carbon Neutrality Plan
Actively manage and protect all environmental and natural resources while implementing sustainable building practices and alternative energy and transportation options. 

Regional Plan
Policy WR.2.2. Maintain and develop facilities to provide reliable, safe and cost-effective water, wastewater, and reclaimed water services. 
Policy PF.3.I. Maintain high-quality effectiveness and efficiency in law enforcement, fire, and emergency services to the extent that is consistent with governmental operation, plans, public policies, population served, and monies available. 
Has There Been Previous Council Decision on This:
City Procurement staff identified a cooperative purchase agreement through the State of Arizona, Procurement Department, Public Sector. That procurement was conducted a competitive and open procurement process through Request for Proposal Solicitation No. BPM004157 that resulted in Contract No. CTR059322 with Contractor (“Agency Contract”).
contract 2023-34
Exhibit A
Exhibit A.2
Exhibit B agency contract
Exhibit B - Pricing


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