City Council Meeting - FINAL (AMENDED)

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Meeting Date: 11/07/2023  
From: Kristin Decker, Special Services Supervisor

Consideration and Approval of Contract: Cooperative Purchase Contract with PFVT Motors, Inc. (DBA Peoria Ford) for the purchase of two Ford Mustang Mach-E Electric Vehicles in the amount of $106.412.58. 
  1. Approve the Cooperative Purchase Contract with PFVT Motors, Inc. (DBA Peoria Ford) for two Ford Mustang Mach-E Electric Vehicles in the amount of $106,192.58; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
The City of Flagstaff Police Department (FPD) seeks to purchase two fully electric Ford Mustang Mach-E 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. One will be utilized by a newly approved Police Aide position and one will be utilized in our administration fleet to replace an aging vehicle currently experiencing mechanical issues for which parts cannot be readily obtained.
Financial Impact:
FPD will be utilizing funds in the rolling stock account (001-04-061-0221-2-4401) for the purchase of these vehicles. The current balance on this account is $563,000. One administrative vehicle identified and approved for retirement by the Fleet Management Committee will be replaced with this purchase as well as one vehicle is an addition to our fleet and was approved during the addition of a new Police Aide position.
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
Provide Exceptional Service: Provide employees with tools, training and support.
Invest in Our People: Ensure effective resources for employees.
Transportation and Other Public Infrastructure: Replacing Aging Infrastructure

Carbon Neutrality Plan
Reduce emissions, increase the number of alternative fuel vehicles in the City fleet and reduce the City of Flagstaff's carbon footprint.
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:
The Purchasing section has reviewed the competitively solicited cooperative purchase options available and confirmed that the Arizona Department of Transportation (ADOT) 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). This contract has been verified as valid and appropriate for the purchase of the specified vehicles and presents the best value to the City.

In an effort to assist the City in meeting it's goal to reduce our carbon footprint, we have identified two areas where an all electric vehicle would be an appropriate and functional addition to our fleet. The first identified use would be for our new Police Aide position which is stationed at City Hall. The Police Department currently has (4) charging stations which will support the charging of the vehicle. The second use for a Mach-E would be in our administrative fleet. Both Ford Mustang Mach-Es will be equipped with lights, sirens, radios as they may be called upon to respond to incidents or accidents within the community.
Key Considerations:
The purchase being recommended has been reviewed and approved by both the Fleet Management Committee and Budget Committee. Approval of these purchases will help ensure a functional patrol fleet and will assist in the goal set forth by the City Climate Action Adaptation Plan.
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 toward the hybrid platform and the addition of two more full electric vehicles will also help reduce fuel consumption and reduce our carbon footprint.
Community Involvement:
Expanded Options and Alternatives:
FPD strives to be a front runner in new technologies while providing top-performing equipment to staff that is safe, reliable and eco-conscious. Currently we have one full electric Ford Lightening as a Police Aide/Animal Control vehicle and would add (2) more fully electric vehicles to our fleet bringing us closer to the City's goal of reducing our carbon footprint within the community.


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