City Council Meeting - FINAL

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Meeting Date: 11/15/2022  
From: Gregory Conlin, Public Works Manager - Fleet Services

Consideration and Approval of Contract:  Approve the Cooperative Purchase Contract with PFVT Motors, LLC DBA Peoria Ford for the purchase of One (1) 2022 Ford Expedition 4x4 in the amount of $57,139.93 through an Arizona State cooperative contract.
  1. Approve the Cooperative Purchase Contract to PFVT Motors, LLC DBA Peoria Ford for the purchase of One (1) 2022 Ford Expedition 4x4 in the amount of $57,139.93 through an Arizona State cooperative contract; and
  2. Authorize the City Manager to execute all necessary documents.
Executive Summary:
The Flagstaff Fire Department (FFD) is looking to purchase a 2022 Ford Expedition 4x4 for assignment to a Battalion Chief position. FFD plans to rotate a 2000 Ford Expedition out of frontline service which currently has 149,115 miles on it. The new vehicle will be used in support of City Fire suppression operations and on assignment for out of district fire operations and training. 

The old 2000 Ford Expedition was approved for re-assignment as a backup by the Fleet Management, Budget Committee and  through the City Council fiscal 2020-2021 budget. FFD elected to wait in hopes that a full-size SUV EV or Hybrid full size vehicle would become available. To date, no domestic manufacturer has announced any plans to make a vehicle in this class in an alternate fueled platform, at least through 2025. The old Ford Expedition is now 22 years old and approaching 150,000 miles.
FFD and Fleet Services compared the cargo areas of both the Expedition and Explorer Utility Hybrid and found the Utility Hybrid, when loaded with most of the required equipment for its intended duty mission, that the rear visibility was severely impaired. The Explorer Utility Hybrid comes with 47.9 cubic feet behind the second row. The 2022 Ford Expedition 4x4 comes with 63.6 cubic feet of cargo area behind its second row. The height of the vehicle is also a critical difference where the 2022 Ford Expedition 4x4 allows for the necessary rear view visibility.

In consideration of the City Council's climate goals, FFD and Fleet Services chose to purchase the standard six (6) cylinder, 3.5 L Eco-boost engine over the optional eight (8) cylinder or diesel engine.
Financial Impact:
FFD has budgeted funding for this vehicle in Fiscal Year 2022-2023 for the purchase of F2010's replacement in the amount of $57,139.93

Most of these dollars have been carried forward from two (2) prior fiscal years in hopes that there would be an alternate fueled vehicle that would meet the service requirements. Unfortunately, FFD must act now in order to supply the required personnel with reliable and effective equipment. This purchase will be paid fully from account  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
  • Serve the public by providing high quality customer service
  • Provide public safety services with resources, staff & training responsive to the community's needs. 
Carbon Neutrality Plan
DD-6: Proactively invest to protect Flagstaff's clean air status. Choosing a 3.5L Ecoboost  6 cylinder engine over a larger gas or diesel engine. 

Regional Plan
Policy E.2.I. Promote renewable energy sources that reduce demand upon fossil fuels and other forms of generation that produce waste. 
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 operations, plans, public policies, population served and monies available. 
Has There Been Previous Council Decision on This:
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 2022 Ford Expedition 4x4. 
Cooperative Purchase Contract
Exhibit A - Quote
Exhibit B - Agency Contract
Exhibit B - Award Letter
Exhibit B - Pricing
Cargo Specification Comparison


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