COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Pete Pilafas, Fire Chief
SUBJECT:Title
Approve the Purchase of One (1) 2022 F-250 4x4 SD Crew Cab Vehicle (Command Staff vehicle) from San Tan Auto Partners, LLC, dba San Tan Ford (Chief Pilafas)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
To approve the purchase one (1) 2022 F-250 4x4 SD Crew Cab Vehicle (Command Staff vehicle) utilizing the Cooperative Purchase Agreement (CPA) 2464 with San Tan Auto Partners LLC, dba San Tan Ford in accordance with City Code §3.10.010.3(A)(1).
BACKGROUND:
The current vehicle replacement program is managed by the City’s Vehicle Maintenance Division, which has adopted the American Public Works Association (APWA) vehicle replacement guide point system to make recommendations when a vehicle needs replacement. The use of the APWA guide is a best practice for vehicle replacement programs in the public sector. The following are the factors and point systems from the APWA & current LHC vehicle replacement program.
The City’s Vehicle Maintenance Division was at one point directed to set the replacement point value at 32 for all vehicles/equipment to qualify for replacement. The current point system is used primarily for light and medium-duty vehicles to determine replacement. The Maintenance Division advised that heavy & specialty equipment will usually exceed 32 points due to replacement cost and longer life expectancy. They also consider catastrophic failures and changes in job requirements where a vehicle or piece of equipment no longer does what is needed. The current program is based on available general or contingency funds in the fiscal year. The Fire Department recommends that all fire command and support vehicles that respond to emergency calls be evaluated at ten years of service life and replaced on a 15-year cycle.
The vehicle being replaced has a score of 37.40, which is higher than the score required for our replacement program. The vehicle has a history of engine, battery, and other maintenance issues that requires the unit's removal from service. The vehicle is currently valued at $15,826 by Kelly Blue Book.
The Fire Department's capital outlay budget for the Fiscal Year 2021-2022 included funding to purchase this new command staff vehicle. The total cost consists of the vehicle and any other equipment required to outfit the unit. This vehicle is a critical front-line vehicle that respond to daily emergency calls. The staff recommends that this purchase be approved.
COMMUNITY IMPACT:
One of the city's essential capital assets is a fleet of reliable vehicles and fire apparatuses. Firefighters depend heavily on their vehicle's performance and capabilities when operating to protect life, property, and the environment. To maximize these capabilities and minimize their risk of injury, the apparatus must be equipped with the latest safety features and current operating capabilities.
FISCAL IMPACT:
Funds in the amount of $71,697.71 are available in the Fiscal Year 2021-2022 Fire Department budget for this purchase.
ATTACHMENTS:
Quote and Specification for 2022 F-250 4x4 SD Crew Cab Vehicle (Command Staff vehicle)
SUGGESTED MOTION:Recommended Action
I move to approve the purchase of one (1) 2022 F-250 4x4 SD Crew Cab Vehicle (Command Staff vehicle) with San Tan Auto Partners, LLC, dba San Tan Ford in the amount of $ 71,697.71 utilizing Cooperative Purchase Agreement 2464.