City Council Meeting - FINAL

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Meeting Date: 10/18/2022  
Co-Submitter: Allison Hughes From: Kristin Decker, Special Services Supervisor

Consideration and Approval of Contract:  The purchase of (10) 2023 Ford Police Interceptor Utility Hybrid vehicles from PFVT Motors, LLC dba Peoria Ford in the amount of $495,099.43, plus applicable fees and taxes.
  1. Approve the contract with PFVT Motors, LLC dba Peoria Ford for (10) 2023 Ford Police Interceptor Utility Hybrid vehicles in the amount of $495,099.43, plus applicable fees and taxes; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The City of Flagstaff Police Department (FPD) seeks to purchase ten (10) patrol vehicles. The purchase is needed to maintain a healthy and functional police fleet, as well as help the City meet its Climate Action Adaptation Plan. The acquisition of these ten (10) vehicles has been approved by the Fleet Management Committee as well as the Budget Committee. On July 29, 2022, the City held a formal solicitation of Bid# 2023-04 in which local and state vendors applied to this competitive solicitation. The City followed all State and City procurement codes and rules.
Financial Impact:
FPD received $168,000 from the Fleet Management Committee for FY 2022-2023 to purchase (4) vehicles; these monies are currently in the rolling stock account (001-04-061-0221-2-4401). Fleet Services also recognized the need for additional replacement of patrol and administrative vehicles due to the age, mileage and condition of the FPD fleet. Fleet Services advocated for an additional $500,000 for police replacement vehicles. These funds are also in the rolling stock account (001-04-061-0221-2-4401). The $500,000 are one-time dollars. Also, there are funds rolled over from the previous fiscal year, $281,573.00, for the purchase of (4) additional hybrid police vehicles, an administration vehicle, and the purchase of the Ford Lightening truck for use by Animal Control.

With the purchase of the ten (10) Ford Utility Interceptor hybrids, FPD will replace two (2) older Police Aide vehicles and eight (8) older patrol vehicles. The vehicles being replaced will be retired and sent to auction. This will bring the percentage of fleet to twenty-two (22) hybrid patrol vehicles, or 42% of FPD patrol fleet.
Policy Impact:
There is no known or projected impact to policy regarding this matter.
Connection to PBB Priorities/Objectives, Carbon Neutrality Plan & Regional Plan:
Priority Based Budget Key Community Priorities and Objectives
Council Goals-
Personnel: Attract and Retain Quality Staff
Transportation and Other Public Infrastructure: Replace aging infrastructure
City of Flagstaff Climate Action Adaptation Plan: Reduce emissions, increase the number of alternative fuel vehicles in the City fleet and reduce the City of Flagstaff’s carbon footprint.
Carbon Neutrality Plan
Assist in the goal to become a carbon neutral community by utilizing hybrid vs. gasoline technologies.

Regional Plan
Goal PF.3. Provide high-quality emergency response and public safety services including law enforcement, fire, medical and ambulance service.
Has There Been Previous Council Decision on This:
Options and Alternatives:
  1. Approve the contract award to PFVT, LLC for the purchase of ten (10) 2023 Ford Police Interceptor Utility hybrid vehicles, in the total amount of $495,099.43; or
  2. Approve the contract award to PFVT, LLC for the purchase of a fewer number of 2023 Ford Police Interceptor Utility hybrid vehicles; or
  3. Not approve the purchase of the Police Interceptor Utility hybrid vehicles.
All ten (10) of these emergency response police vehicles are for FPD Patrol Division and all are replacement vehicles. All vehicles being presented to the City Council for purchase have been reviewed, evaluated, and approved by the Fleet Management Committee, which is comprised of the Fleet Superintendent, line workers and supervisors throughout the City. During the review/replacement process, the Fleet Superintendent along with staff initially evaluate the vehicles proposed for replacement. In performing the evaluation, staff review fiscal year-to-date as well as life-to-date maintenance costs to determine if the vehicle or equipment has had any recent major component overhaul or replacement. If the existing units are mechanically sound and the body is in good condition, the unit is usually recommended for retention for another year. If a unit has incurred a significant number of expenditures and is likely to experience major component failures, the unit will be recommended for replacement consideration.

The Ford Police Interceptor Utility hybrid vehicles allow for more versatility and provide more space and room for the officer and the amount of equipment needed to perform their daily work duties. FPD will also purchase all new equipment (lights, partitions, radio consoles, etc.) to have a complete patrol vehicle which will take another four (4) to six (6) weeks per unit. FPD will continue to find cost-effective solutions to build patrol vehicles which are safe, reliable and allow the officers to properly conduct their job duties.

The procurement was for the purchase of up to ten (10) Ford Police Interceptor Utility hybrid vehicles through an ”Invitation for Bid” (IFB# 2023-04) that opened on July 29, 2022 and closed September 2, 2022 on the City’s online bid system (Planet Bids). Two (2) contractors responded with bids: San Tan Ford and PFVT Motors, LLC. After review of the two bids, PFVT Motors, LLC came in with the lowest responsive responsible bid.
Key Considerations:
The purchase being recommended have been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of the Contract will help ensure a functional patrol fleet and continue to move towards the City Climate Action Adaptation Plan goals.
Expanded Financial Considerations:
Community Benefits and Considerations:
Sustaining a reliable police fleet helps minimize vehicle downtime, effectively maximizing the number of police vehicles available for use, which may result in faster response times and an elevated level of service to our citizens. Moving to the hybrid platform will also help reduce fuel consumption and reduce our community’s carbon footprint.
Community Involvement:
Expanded Options and Alternatives:
FPD has been utilizing the Police Utility SUVs since 2015. The move to this type of vehicle has helped facilitate a timely response in inclement weather and low traction driving conditions. The Utility model also offers increased clearance for traversing high water and rough road conditions. FPD used the 2020 and 2021 models to implement hybrid technologies. FPD strives to be a front-runner in new technologies while providing top-performing equipment to staff that is safe, reliable, and eco-conscious. Additionally, implementing hybrid technology assists the City in meeting goals set forth in the Climate Adaptation plan. The purchase of ten (10) Ford Police Interceptor Utility hybrid vehicles will bring the total FPD hybrid fleet up to 22 which is approximately 42% percent of the patrol section. Moving forward, FPD continue to look for cost effective, low carbon footprint technologies.

Other benefits of the Interceptor Hybrid Utility vehicle include:
-Stability control
-Large Cargo area to accommodate the safety equipment an officer carries
-Safety features including rear parking sensors, rear collision warnings, blind spot warnings
-The elevated viewing position of a utility vehicle allows officers to see over cars with a clearer view in intersections for safety in responding to emergency calls
-The Interceptor Utility vehicle has a higher profile and larger body, providing additional cover/concealment for officers during armed confrontations or in rescue situations
-The Interceptor Hybrid Utility vehicle meets the 75mph rear end crash test, has structure reinforcement of the cabin to protect all occupants


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